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October 28 2020 Board_Agenda_Packet
7 f AGENDA BOARD OF SUPERVISORS WEDNESDAY, OCTOBER 28, 2020 7:00 PM BOARD MEETING ROOM 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601 1 . Call to Order 2. Invocation 3. Pledge of Allegiance 4. Adoption of Agenda 5. Citizen Comments — For agenda items that are not the subject of a Public Hearing 6. Consent Agenda - Roll Call Vote Required 6.A. Minutes of Regular Meeting of October 14, 2020 B OS 10-28-20 M i n utes 14Octobe r2020.pdf 6.B. Parks and Recreation Commission Report of October 13, 2020 BOS 10-28-20ParksAndRecreation Report 130ctober2020.pdf 6.C. Finance Committee Report of October 14, 2020 BOS 10-28-20FinanceCom m itteeReport14October2020.pdf 6.D. Request from the Commissioner of the Revenue for Refunds and Supplemental Appropriations 1. CAB East LLC — $5,945.24 2. Toyota Lease Trust — $7,638.21 BOS10-28-20Refunds.pdf 1 Board of Supervisors Regular Meeting Agenda Page 2 October 28, 2020 Consent Agenda, continued 6.E. Resolution of Appreciation Honoring Paul G. Anderson, Jr. BOS10-28-20PaulAnderson Resolution.pdf 6.F. Resolution Honoring the Life and Service of June Minder Wilmot BOS10-28-20JuneWilmotResolution.pdf 7. Board of Supervisors Comments 8. County Officials 8.A. Recognition of Millbrook Cross Country Team - Supervisor Dunn 8.13. Remarks from Rappahannock Electric Company President and CEO John Hewa BOS10-28-20JohnHewaResume.pdf 8.C. Committee Appointments 1. Handley Regional Library Board Four-year term of Carl Rush expires 11-30-20 Mr. Rush is eligible and willing to serve another term and is recommended by the Library Board. 2. Historic Resources Advisory Board Four-year term of A. Nicholas Powers expires 12-14-20 Mr. Powers is eligible and willing to serve another term. BOS 10-28-2013oardCom m itteeAppts.pdf Note: Chairman DeHaven has appointed Gary Oates to fill a vacancy on the Finance standing committee for the remainder of 2020. 2 Board of Supervisors Regular Meeting Agenda Page 3 October 28, 2020 County Officials, continued 8.D. Discussion: Proposed Dates for Joint Meeting with the School Board The following dates have been proposed by the School Board: Friday, November 13 @ 2:00 p.m. at the LFCC Corron Center, immediately following the School Board's Annual Fall Training Session Tuesday, November 17 @ 4:00 p.m. Location: TBD 8.E. 2021 Legislative Agenda B0S10-28-20MemoAndProposed2021 Legislativelnitiatives.pdf 9. Committee Business 9.A. Finance Committee Business 1. The FCPS Executive Director of Finance requests School Operating Fund and General Fund supplemental appropriations in the amount of$294,942.57.This amount represents FY 2020 unspent restricted funds.The committee recommends approval. 2. The FCPS Executive Director of Finance requests School Capital Projects Fund and General Fund supplemental appropriations in the amount of$1,976,978.24.This amount represents unspent FY 2020 School Operating funds to be used for the purchase of(19) school buses. Local funds are required. The committee recommends approval. 3. The FCPS Executive Director of Finance requests a School Operating Fund supplemental appropriation in the amount of$2,435,300.This amount represents CARES CRF funds for local education agencies. No local funds required.The committee originally discussed advertising the item for a public hearing; however, the amount of the request is under the threshold that requires a public hearing. As a result, the action requested is the supplemental appropriation. 4. The WRAA requests an Airport Fund supplemental appropriation in the amount of $190,000.This amount represents funds from an unbudgeted_lease and will be used to pay existing bond debt. No local funds required.The committee recommends approval. 3 Board of Supervisors Regular Meeting Agenda Page 4 October 28, 2020 Finance Committee Business, continued 5. The WRAA requests an Airport Capital Fund supplemental appropriation in the amount of$190,411.75.This amount represents unspent bond_proceeds. No local funds required. The committee recommends approval. 6. The Public Works Director requests a General Fund supplemental appropriation in the amount of$4,515.This amount represents final_invoice for design work for a training facility at the animal shelter. No local funds required as shelter donations are used for the project. The committee recommends approval. 7. The Sheriff requests a General Fund supplemental appropriation in the amount of $7,408.76.This amount represents an auto insurance claim to-be used for vehicle repair. No local funds required. The committee recommends approval. 8. The Sheriff requests a General Fund supplemental appropriation in the amount of$ 34,908.45.This amount represents restricted, reserved eSummons funds to be used for additional printers and scanners.The committee recommends approval. BOS 10-28-20FinanceComm itteeReport140ctober2020.pdf 10. Public Hearings (Non Planning Issues) - None 11. Planning Commission Business - Public Hearings 11.A. 2035 Comprehensive Plan Amendment CPPA #01-20 Waverly Farm Sewer and Water Service Area (SWSA) Inclusion Request. Proposed Expansion of the SWSA Boundary to Include the Following Parcels, Totaling Approximately 171 Acres: 33-A-69, 33-A-70, 33-A-71, 33-A-73, 33-A- 74, 33-A-75, 44-A -78, 44-A-78A, 44-A-78B, 44-A-78C, 44 -A-79, 44-A-80, and 44-A- 80A. These Properties are Currently Designated in the 2035 Comprehensive Plan for Future Mixed Use Industrial/Office and Industrial Land Uses, and are Located West and Adjacent to Interstate 81, South of Hopewell Road and are in the Stonewall Magisterial District. BOS 1 0-28-20CPPAO 1-20WaverlyFarm CPPASWSARequest.pdf 4 Board of Supervisors Regular Meeting Agenda Page 5 October 28, 2020 11.B. 2035 Comprehensive Plan Amendment, Northeastern Land Use Plan (NELUP) — Sewer and Water Service Area (SWSA) Boundary Limit Adjustments. Proposed Revisions to the NELUP to Adjust the Boundary of the SWSA. This Boundary Adjustment Proposes to Remove 681.97 Acres from the SWSA. This Area is Located East of Martinsburg Pike and North and South of Brucetown Road. The Adjustment also Proposed the Addition of 1,017.40-Acres to the SWSA in Three Locations: (1) West of 1-81, South of the West Virginia Line, North and South of Rest Church Road, (2) East of 1-81, South of the West Virginia Line, East of Woodside Road, North and South of Grace Church Road, and (3) West and Adjacent to 1-81 South of Hopewell Road. These Areas are Located within the Stonewall Magisterial District. This SWSA Boundary Adjustment Proposes an Overall Net Increase to the Boundary of 335.43 Acres. BOS10-28-20NELUPSWSALimitsBoundaryStudy.pdf 12. Planning Commission Business - Other Planning Business - None 13. Board Liaison Reports 14. Citizen Comments 15. Board of Supervisors Comments 16. Adjourn 5 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Consent Agenda - Roll Call Vote Required Title: Minutes of Regular Meeting of October 14, 2020 Attachments: BOS 10-28-20Minutes14October2020.pdf 6 MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, OCTOBER 14, 2020 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Robert W. Wells, Vice Chairman; Shawn L. Graber; Gene E. Fisher; J. Douglas McCarthy and Judith McCann-Slaughter were present. Blaine P. Dunn was absent. Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Roderick B. Williams, County Attorney; Karen Vacchio, Public Information Officer; Scott Varner, Director of Information Technology; Mike Ruddy, Director of Planning; Candice Perkins, Assistant Director of Planning; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION Pastor Bobby Alger, Crossroads Community Church, delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chairman Wells led the Pledge of Allegiance. ADOPTION OF AGENDA—APPROVED Upon motion of Supervisor Slaughter, seconded by Supervisor Graber, the agenda was adopted on a voice vote as presented. CITIZENS COMMENTS— None Frederick County Board of Supervisors Regular Meeting Minutes *October 14,2020 1 7 ADOPTION OF CONSENT AGENDA—APPROVED Supervisor Slaughter moved for adoption of the consent agenda as presented. The motion was seconded by Supervisor Graber and carried on a recorded vote as follows: Blaine P. Dunn Absent Gene E. Fisher Aye Shawn L. Graber Aye Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye - Minutes of Regular Meeting of September 23, 2020-CONSENT AGENDA APPROVAL -Transportation Committee Report of September 28, 2020-CONSENT AGENDA APPROVAL, Appendix 1 - Development Impact Model Oversight Committee Report of October 7, 2020-CONSENT AGENDA APPROVAL,Appendix 2 Acknowledgement of Line of Credit Expiration -CONSENT AGENDA APPROVAL Endorsement of the Annual Update of the Base Year Data for the Capital Impact Model- CONSENT AGENDA APPROVAL Resolution of Appreciation Honoring the Life and Service of Lawrence Ross "Larry" Ambrogi -CONSENT AGENDA APPROVAL RESOLUTION OF APPRECIATION HONORING THE LIFE AND SERVICE OF LAWRENCE ROSS"LARRY"AMBROGI WHEREAS, Lawrence Ross "Larry" Ambrogi was born in 1937 in Washington, DC, son of the late Lawrence and Isabella Ambrogi; and WHEREAS,Larry graduated from Washington-Lee High School in Arlington,Virginia,and continued his education at Randolph Macon College, earning a bachelor's degree, and a Juris Doctor degree from American University in Washington,DC; and WHEREAS, Larry was appointed as Assistant Commonwealth's Attorney in 1968 and was elected and served with distinction as Commonwealth's Attorney for Frederick County, Virginia, continuously from 1969 until his retirement in 2007 after 38 years of service; WHEREAS,during his tenure as Commonwealth's Attorney,Larry served the Board of Supervisors as the County Attorney for Frederick County; and WHEREAS,in 1998,Larry was presented with the Robert F.Horan,Jr.Award by the Virginia Association of Commonwealth's Attorneys for outstanding service to the citizens of the Commonwealth of Virginia, the citizens of the Frederick County, and to the members of the Association; and WHEREAS,after retiring at the end of his term as Commonwealth's Attorney in 2007,Larry was appointed by the Board of Supervisors to the Frederick County Planning Commission where he served from January 2008 until the time of his death; and WHEREAS,Larry offered his time and talents to numerous professional and community organizations and was a member of the Winchester-Frederick County Bar Association, National District Attorney's Association, Local Government Attorneys of Virginia, Inc., Isaac Walton League, National Rifle Frederick County Board of Supervisors Regular Meeting Minutes *October 14,2020 2 8 Association, Winchester Moose Lodge, the Masonic Lodge, and the First Presbyterian Church of Winchester; and NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors extends its sincerest thanks and appreciation for Lawrence Ross "Larry"Ambrogi and honors his life of leadership, dedication, and contribution to the community. + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Supervisor Fisher noted the resolution adopted on the consent agenda in honor of Larry Ambrogi and praised the dedicated service Mr. Ambrogi rendered during his tenure as Commonwealth's Attorney and after his retirement as a member of the Planning Commission. COUNTY OFFICIALS: COMMITTEE APPOINTMENTS JEFF STEVENS RE-APPOINTED TO SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE—APPROVED Supervisor Graber moved to reappoint Jeff Stevens to the Shawneeland Sanitary District Advisory Committee to serve a two-year term ending November 9. 2022. The motion, seconded by Vice Chairman Wells, carried on a voice vote. STAN CROCKETT RE-APPOINTED TO ECONOMIC DEVELOPMENT AUTHORITY — APPROVED Supervisor Slaughter moved to reappoint Stan Crockett to serve a four-year term ending November 10, 2024, on the Economic Development Authority. The motion, seconded by Vice Chairman Wells, carried on a voice vote. BETSY BRUMBACK RECOMMENDED FOR RE-APPOINTMENT TO BOARD OF EQUALIZATON—APPROVED Supervisor Slaughter moved to recommend to the Circuit Court that Betsy Brumback be reappointed to serve a three-year term ending December 31, 2023, on the Board of Equalization. Frederick County Bo(trd of Supervisors Regithir Meeting Minutes *October 14,2020 3 9 The motion, seconded by Supervisor McCarthy, carried on a voice vote. JOHN D. CLINE RECOMMENDED FOR RE-APPOINTMENT AS STONEWALL DISTRICT REPRESENTATIVE ON THE BOARD OF ZONING APPEALS—APPROVED Supervisor Slaughter moved to recommend to the Circuit Court that John D. Cline be reappointed as Stonewall District Representative to serve a five-year term ending December 31, 2025, on the Board of Zoning Appeals. The motion, seconded by Supervisor McCarthy, carried on a voice vote. DEBORAH ROCKWELL RE-APPOINTED TO NORTHWESTERN COMMUNITY SERVICES BOARD—APPROVED Vice Chairman Wells moved to reappoint Deborah Rockwell to serve a three-year term ending December 31, 2023, on the Northwestern Community Services Board. The motion, seconded by Supervisor Graber, carried on a voice vote. JOSH HUFF AND JULIE SHAFFER JOINTLY APPOINTED TO WINCHESTER-FREDERICK COUNTY TOURISM BOARD—APPROVED Josh Huff and Julie Shaffer had each been appointed the previous evening by the Winchester City Council to serve a three-year term on the Tourism Board. Vice Chairman Wells moved that the Board appoint Josh Huff and Julie Shaffer each to serve a three-year term on the Tourism Board. The motion, seconded by Supervisor McCarthy, carried on a voice vote. JOHN JEWELL APPOINTED TO INFORMATION TECHNOLOGY STANDING COMMITTEE — ANNOUNCED The Chairman announced he had appointed John Jewell to fill a vacancy on the Information Technology Committee. + + + + + + + + + + + + + + Frederick County Board of Supervisors Regular Meeting Minutes *October 14,2020 4 10 PUBLIC HEARINGS— (Non Planning Issues) AMENDMENT TO THE 2020-2021 FISCAL YEAR BUDGET—APPROVED Mr. Tierney explained the public hearing was being held regarding an amendment to the Fiscal Year 2020-2021 Budget to Reflect: General Fund and County Capital Projects Fund Supplemental Appropriations in the Amount of$9,800,000. He said this amount represents General Fund FY 2019-2020 yearend fund balance in excess of 20%to be transferred to the County Capital Fund per the policy of the Board of Supervisors. Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor Slaughter moved to approve the Amendment to the 2020-2021 Fiscal Year Budget, and Supervisor McCarthy seconded the motion. The motion carried on a recorded vote as follows: Blaine P. Dunn Absent Gene E. Fisher Aye Shawn L. Graber Aye Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye FISCAL YEAR 2020-2021 BUDGET AMENDMENT WHEREAS,Pursuant to Section 15.2-2507 of the Code of Virginia, 1950, as Amended,the Frederick County Board of Supervisors,meeting in regular session on September 23,2020, took the following action: NOW,THEREFORE,BE IT RESOLVED,by the Board of Supervisors that the FY 2020-2021 Budget be Amended to Reflect: General Fund and County Capital Projects Fund Supplemental Appropriations in the Amount of $9,800,000. This amount represents General Fund FY 2019-2020 yearend fund balance in excess of 20% to be transferred to the County Capital Fund per the Board of Supervisors policy. + + + + + + + + + + + + + + AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 158 VEHICLES AND TRAFFIC, ARTICLE IV LAW ENFORCEMENT OF PRIVATE ROADS AND STREETS, BY THE ADDITION OF SECTION 158-18.1, LAKE FREDERICK SUBDIVISION - DENIED Supervisor McCarthy noted this item had been reviewed by the Code and Ordinance Frederick County Bo(trd of Supervisors Regithir Meeting Minutes *October 14,2020 5 11 Committee at the request of homeowners in the Lake Frederick Subdivision and the Committee had recommend approval. Chairman DeHaven opened the public hearing. The Clerk noted that seven electronic comments had been received via the website. No one spoke. Chairman DeHaven closed the public hearing. Vice Chairman Wells said he had several phone calls and emails from residents of Lake Frederick and noted there is no functioning homeowners' association in the subdivision. He said that he assumed the residents had met and voted on the request before it came to the Code and Ordinance Committee, but that had not occurred. He said the Board should not act on the matter without knowing more about the consensus of the residents. Vice Chairman Wells moved to deny the request. Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Absent Gene E. Fisher Aye Shawn L. Graber Aye Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye + + + + + + + + + + + + + + AMENDMENT TO THE FREDERICK COUNTY CODE, BY REPEALING CHAPTER 86 FESTIVALS IN ITS ENTIRETY -APPROVED Supervisor McCarthy explained the Code and Ordinance Committee had received a staff proposal to amend the existing ordinance that had become a regulating device for such things as non-profit fundraisers and church yard parties. He said and after its review, the Committee recommended repeal rather than amendment of the ordinance. County Attorney Williams explained that any problematic situations with festival-like events that arise will most likely be zoning violations, adding that the ordinance was never intended to handle non-profit fundraiser gatherings. The Board and staff discussed the effect of repeal on currently held festival permits, especially those held by non-profit groups that have not presented any problems. Frederick County Board of Supervisors Regular Meeting Minutes *October 14,2020 6 12 Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor McCarthy moved for repeal of Chapter 86, Festivals, effective after December 31, 2020. Supervisor Slaughter seconded the motion. Supervisor McCarthy noted that the originally proposed amended Chapter 86 would have been more troublesome for non-profit groups but repealing the ordinance will allow those groups to hold events without applying for a permit. The motion carried on a recorded vote as follows: Blaine P. Dunn Absent Gene E. Fisher Aye Shawn L. Graber Aye Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye ORDINANCE October 14,2020 The Board of Supervisors of Frederick County,Virginia hereby ordains that Chapter 86 (Festivals) of the Code of Frederick County,Virginia be, and the same hereby is,repealed in its entirety, effective January 1,2021. + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS—OTHER PLANNING BUSINESS 2035 COMPREHENSIVE PLAN AMENDMENT-CPPA#01-20—WAVERLY FARM SEWER AND WATER SERVICE AREA (SWSA) EXPANSION REQUEST — FORWARDED TO PUBLIC HEARING Assistant Planning Director Candice Perkins reviewed Comprehensive Plan Amendment request#01-20 for Waverly Farm. She said the request is seeking to expand the boundary of the Sewer and Water Service Area (SWSA) to include 145.5+/- acres (Parcels 33-A-69, 33-A-70, 44- A-80 and 44-A-80A). She noted the properties proposed with this request are located west and adjacent to Interstate-81, south of Hopewell Road and are in the Stonewall Magisterial District. Ms. Frederick County BoUrd of Supervisors Regithir Meeting Minutes *October 14,2020 7 13 Perkins continued saying the SWSA currently encompasses 51.36 +/- acres west and adjacent to the 1-81 interchange. She said the properties are currently zoned RA (Rural Areas) Zoning District and are currently utilized for agricultural purposes. She added that with this amendment,to facilitate a cleaner SWSA boundary,staff has proposed a SWSA expansion totaling 171 +/-acres consisting of areas between the Waverly request and Hopewell Road. Ms. Perkins concluded saying that the Planning Commission endorsed the Waverly CPPA SWSA adjustments as presented, and staff is seeking direction from the Board of Supervisors as to whether the Waverly CPPA request for a SWSA expansion (proposed total of 171 acres) should be forwarded to public hearing. Supervisor Slaughter moved to forward CPPA #01-20 to public hearing. Vice Chairman Wells seconded the motion which carried on a voice vote. + + + + + + + + + + + + + + 2035 COMPREHENSIVE PLAN AMENDMENT - NORTHEAST LAND USE PLAN (NELUP) - SEWER AND WATER SERVICE AREA (SWSA) BOUNDARY LIMIT ADJUSTMENTS — FORWARDED TO PUBLIC HEARING Assistant Planning Director Candice Perkins reviewed proposed adjustments to the boundary of the Sewer and Water Service Area (SWSA)for the Northeast Frederick Land Use Plan (NELUP). She said this SWSA boundary review focuses on the overall boundary shown in the NELUP and examines areas that could be adjusted either by expanding or decreasing the limits of the SWSA boundary. She continued saying this review also provides the opportunity to ensure that SWSA boundaries follow existing property lines where appropriate; that text is also proposed for inclusion in the NELUP narrative in Appendix 1; and that this SWSA boundary study was coordinated with Frederick Water to ensure that any area recommended for potential inclusion could be served by public water and sewer by existing or planned future constructed infrastructure. Ms. Perkins said the Planning Commission endorsed the SWSA adjustments and NELUP text as presented. She concluded saying staff is seeking direction from the Board of Supervisors as to whether these NELUP Plan amendments are ready to be sent forward for public hearing and the following: Removal of 681.97-acres from the SWSA - areas that have a planned future land use but may not need access to public water and sewer; Addition of 1,017.40-acres to the SWSA - areas with planned land uses but not currently within the SWSA; Net change results in 335.43-acre Frederick County Board of Supervisors Regular Meeting Minutes *October 14,2020 8 14 addition to the SWSA; NELUP Draft Text for Appendix I; and Comments regarding the two areas with planned industrial and uses that are not included in Frederick Water's proposed SWSA boundary. The Board and staff discussed the proposed additional areas to be included in the sewer and water service area, and the input received from Frederick Water. Supervisor Fisher moved to forward the Northeast Land Use Plan (NELUP) - Sewer and Water Service Area (SWSA) Boundary Limit Adjustments to public hearing with the inclusion of the two additional areas identified by staff that contain future industrial land use designation.Supervisor Slaughter seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Absent Gene E. Fisher Aye Shawn L. Graber Aye Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye + + + + + + + + + + + + + + BOARD LIAISON REPORTS Vice Chairman Wells, on behalf of the Parks and Recreation Commission, noted the completion of the trail around the Bowman Library Lake and invited all to visit and enjoy the trail. CITIZEN COMMENTS - None BOARD OF SUPERVISORS COMMENTS Supervisor Graber announced the Middletown Living History event scheduled for the following weekend. ADJOURN On motion of Vice Chairman Wells, seconded by Supervisor McCarthy, the meeting was adjourned at 7:34 p.m. Frederick County Board of Supervisors Regular Meeting Minutes *October 14,2020 9 15 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Consent Agenda - Roll Call Vote Required Title: Parks and Recreation Commission Report of October 13, 2020 Attachments: BOS 10-28-20ParksAndRecreationReport130ctober2020.pdf 16 PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS Wednesday October 28,2020 7:00 p.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA To: Jay Tibbs, Deputy County Administrator for Human Services From: Jason L. Robertson, Director, Parks& Recreation Dept. Date: October 14, 2020 Subject: Parks and Recreation Commission Action The Parks and Recreation Commission met on October 13, 2020. Members present were Natalie Gerometta,Gary Longerbeam,Charles Sandy,Jr., Ronald Madagan, Guss Morrison, Dennis Grubbs,Amy Strosnider, Randy Carter, and Mr. Robert Wells (non-voting Board liaison). Members absent: None ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. The Buildings and Grounds Committee made a motion to recommend the approval of the Capital Improvements Plan (CI P)with changes to include the addition of identified Clearbrook Park amenities,and the re-ordering of items 2-6, seconded by Mrs. Geronmetta, carried unanimously (7-0). Attachment 1. ITEMS SUBMITTED FOR INFORMATION ONLY 1. The Buildings and Grounds Committee made a motion accept a donation of$30,000 from the Blue Ridge Volleyball Association (BRVA)for the addition of two additional sand volleyball courts to be installed at the Clearbrook Park Sand Volleyball complex, seconded by Mr. Longerbeam,carried unanimously(7-0). 2. The Buildings and Grounds Committee made a motion to not accept the offer by the Museum of the Shenandoah Valley to lease the remaining field area by the front of Rose Hill Park, seconded by Mr. Carter, carried unanimously(7-0). 3. The Buildings and Grounds Committee made a motion to gran Frederick County American Little League permission to install a 14'x28'storage/office building at Stonewall Park, seconded by Mr. Grubbs, carried unanimously(7-0). 4. The Youth Sports Partner/Appeals Committee made a motion to recommend the approval of the Youth Sports Partner agreements for FY 2022 for Frederick County American and National Little Leagues, Blue Ridge United Soccer, and Top of Virginia Hockey Alliance,seconded by Mr. Madagan, carried unanimously(7-0). (Attachment 2) 5. The Finance Committee made a motion to accept the proposed FY 22 Fees and Charges, seconded by Mr. Madagan, carried unanimously(7-0). (Attachment 3) Cc: Charles R. Sandy, Chairman 17 Attachment 1 2021 Approved CIP 2022 Draft CIP FY22 FY23 FY24 FY25 FY26 Long Range Abrams Creek Greenway 1 Abrams Creek Greenway $ 479,985 $ 508,915 $ 1,270,500 $ 1,711,500 $ 3,970,900 Snowden Bridge Park Development 2 Community Center $ 647,884 $ 9,255,488 $ 9,903,372 Community Center 3 Old Charlestown Road Park Development $ 3,400,000 $ 3,400,000 Indoor Aquatic Facility 4 Indoor Aquatic Facility $ 835,034 $11,929,050 $ 12,764,084 Water Slide/Spray Ground/Bld Renov 5 Gym Additon Jordan Springs Elem. $ 69,458 $ 1,389,150 $ 1,458,608 Gym Additon Jordan Springs Elem. 6 Water Slide/Spray Ground/Bid Renov $ 1,018,710 $ 1,018,710 SH Park Area 1 Rec Access Phase 2 7 SH Park Area 1 Rec Access Phase 2 $ 91,838 $ 1,311,975 $ 1,403,813 SH Softball Complex 8 CB Park Development $ 200,000 $ 200,000 $ 400,000 SH Park Area 3 Development 9 SH Softball Complex $ 113,6791 $ 1,623,983 $ 1,737,661 Playground Replacement 10 SH Park Area 3 Development $ 103,000 $ 2,370,375 $ 2,473,375 SH Baseball Field Lighting Upgrade 11 Playground Replacement $ 350,000 $ 300,000 $ 150,000 $ 250,000 $ 1,050,000 Community Parks 12 SH Baseball Field Lighting Upgrade $ 943,740 $ 943,740 Neighborhood Parks 13 Community Parks $ 1,040,000 $ 1,154,000 $ 2,194,000 Regional Parks 14 Neighborhood Parks $ 175,000 $ 293,000 $ 589,000 $ 4,131,000 $ 5,179,000 S.SH Park Development 15 Regional Parks $ 5,400,000 $ 4,110,000 $ 6,320,000 $ 15,830,000 N'tl Guard Armory Gym Add. 16 S.SH Park Development $ 2,464,088 $ 2,464,088 Fleet Trip Vehicles 17 N'tI Guard Armory Gym Add, $ 630,000 $ 630,000 SH Park Area 1&2 Development 18 Fleet Trip Vehicles $ 341,250 $ 341,250 Indoor Ice Rink 19 SH Park Area 1&2 Development $ 3,447,518 $ 3,447,518 20 Indoor Ice Rink $ 6,930,000 $ 6,930,000 $ 77,540,117 CID Youth Sport Partner Agreement P5 ,4, Q FREDERICK COUNtY PARKS 4, RECREATION Frederick County Parks and Recreation Blue Ridge United 2021 Field Allocations In an effort to provide quality recreational athletic programs for youth, it is beneficial for Frederick County Parks and Recreation(FCPRD)to provide facility space to Blue Ridge United This agreement outlines the expectations and outcomes required by Frederick County Parks and Recreation for such. Spring Field Allocations March 15-June 15,2021 A. FCPRD will provide Blue Ridge United the following fields including dimensions(attachment A)from March 15 through March 27,2021: 1. Fields 1-4 Monday- Thursday 2. Fields 6& 7 Monday-Friday 3. Fields 1-4 Closed Friday for maintenance 4. Frederick County Public School (FCPS)fields if available and approved by FCPS Monday- Saturday. Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. FCPS Fee schedule is attached. 5. Please have practice schedules to FCPRD by March 10,20201. B. FCPRD will provide Blue Ridge United the following fields from March 28 -June 15,2021. Fields will be lined for games only. 1. Fields 1-4 Monday—Thursday, Saturday& Sunday 2. Fields 6 & 7 Monday-Sunday 3. Fields 1-4 Closed Friday for maintenance 4. Field 4 Sunday's reserved for private rentals 5. JWHS Girls Soccer Fld. Sunday's from l Oam-dark 6. Frederick County Public School (FCPS)fields if available and approved by FCPS Monday- Saturday.Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. FCPS Fee schedule and list of chargeable fields are attached. 7. Please have game schedules to FCPRD by March 24,2021. 8. All unreserved fields will be released to the public for rental on March 25,2021. 9. All travel game fields will be released to the general public on the Wednesday prior to weekend games. ** Travel practices Monday-Thursday on fields#1-4 will be charge$21.60 per hour. **Travel games on fields#14 will be charges$21.60 per hour. **Travel games on fields 6&7 will be charged$13.60 per hour. **Fields 1-4 will not be available on March 20a'due to a lacrosse tournament. **Field 4 not available on April 10th due to the Annual FCPRD Kite Fest. **Fields 6 &7 can be reserved after 12p.m. on April l0a'due to the Trails4Miles Race. 19 Fall Field Allocations August 15-November 15,2021 A. FCPRD will provide Blue Ridge United the following fields including dimensions(attachment A)from August 15-August 30,2021. 1. Fields 1-4 Monday—Thursday 2. Fields 1-4 Closed Friday for maintenance 3. Fields 6& 7 Monday-Friday 4. Frederick County Public School (FCPS)fields if available and approved by FCPS Monday- Saturday. Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. FCPS Fee Schedule and list of chargeable fields are attached. 5. Please have all practice schedules to FCPRD by August 10,2021. B. FCPRD will provide Blue Ridge United the following fields from August 31-November 15,2021. Fields will be lined for games only. 1. Fields 1-4 Monday- Thursday, Saturday& Sunday 2. Fields 6& 7 Monday-Sunday 3. Fields 1-4 Closed Friday for maintenance 4. Field 4 Sunday's reserved for private rentals 5. JWHS Girls Soccer Fld. Sunday's from 10am - dark 6. Frederick County Public School (FCPS)fields if available and approved by FCPS Monday- Saturday. Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. FCPS Fee Schedule and list of chargeable fields are attached. 7. Please have all game schedules to FCPRD by September 9,2021. 8. All unreserved fields will be released to the general public for rental starting on September 10, 2021. 9. All travel game fields will be released to the general public on the Wednesday prior to weekend games. ** Travel practices Monday-Thursday on fields#1-4 will be charge$21.60 per hour. ** Travel games on fields#1-4 will be charges $21.60 per hour. **Travel games on fields 6& 7 will be charged$13.60 per hour. **TSD FCPRD Recreational Athletes Soccer Program. Deadline to submit field request July 1. 20 Due to the coronavirus COVID-19 Pandemic,the 2020 spring season was canceled.Fees for 2020 were as follows: Spring($5,237.70 paid 2/10/2020),Fall($4,648.80).Blue Ridge United has a carry forward balance of $588.20.See attachment B FCPRD will base fees and charges for the 2021 seasons on actual participant enrollment numbers. Blue Rid-.re United will i rovide to FCPRD: 1. Please provide participant enrollment numbers at the conclusion of each season's registration. Deadline to submit enrollment numbers; Spring April 1, 2021;Fall September 1,2021. 2. FCPRD will charge a$6 facility fee x 65%per person per season. Payment due dates: Spring April 15,2021;Fall September 15,2021. 3. Payment for all travel practices and games held on Sherando Park fields will be invoiced following the conclusion of the spring/fall seasons.A discount of 20%has been applied to all field rentals. 4. A certificate of insurance and endorsement listing Frederick County and Frederick County Public Schools additionally insured demonstrating $ 1 million for bodily injury per occurrence with a$2 million annual aggregate and$200,000 in property damage with a$ 500,000 annual aggregate naming Frederick County,VA and Frederick County Public Schools additionally insured. 5. A copy of their most recently filed IRS 990 form. 6. A copy of current policies, league rales, and bylaws. 7. A list of all current board members. 8. Identify two individuals to act on the agency's behalf in communicating league issues. These individuals should be accessible during most business days. 9. Participation fee for upcoming season. 10.Provide a list of all coaches. Each coach must be eligible per the standards established Criminal Background Check policy(#500.3). 11. Train all coaches and staff in best practices for providing youth soccer. 12.Be responsible for the conduct and behavior of all spectators and participants. 13.Abide by and enforce all FCPRD rules in soccer complex. 14.Accept all facilities as is. 15.Abide by FCPRD's decision regarding field cancellations found in the Athletic Field Use Policy (#500.1). Strictly enforce lightning and thunder safety outlined in the policy for all BRYSA activities. 16.Report any injury or behavior incident resulting in a call to 911 by the next business day to FCPRD. 17. Establish safety and emergency procedures. 18. Provide safety guidelines pertaining to COV1D-19. Failure to abide by any term may result in the termination of this agreement. Dustin Butcher Oct 5, 2020 Director Date President Date Frederick County Parks and Recreation Blue Ridge United In&/`f AGI L`l2` Dustin Butcher(Oct 5,2020 14:51 EDT) Signature Signature 21 ATTACHMENT A Sherando Soccer Field Lining Dimensions $jxin 2021 Field Linin =s Pad#1 —2 fields-40x60 yd. goals 6.5 x 18 x(with build out line halfway between midfield and goal box) Pad#2-field 60 x120 yd. goals 8x24' Pad#3-60x110 yd. goals 8x24' Pad#4—60x120 yd. goals 8x24'. Pad#6- field 50x80 yd. goals 7 x 21 Pad#7-field 50 x 80yd. goals 7 x 21. Fall 2021 Field Linins Pad#1 —60xl20 yd. goals 8x24'. Pad#2-field 60 x120 yd. goals 8x24' Pad#3- 60x110 yd.goals 8x24' Pad#4--60x120 yd. goals 8x24'. Pad#6-2 fields-40x60 yd. goals 6.5 x 18 x(with build out line halfway between midfield and goal box) Pad#7-field 50 x 80yd. goals 7 x 21. 22 0000 Youth Sport Partner Agreement FREDERICK COUNTY PARKS + RECREATION Frederick County Parks and Recreation Frederick County National Little League 2021 Field Allocations In an effort to provide quality recreational athletic programs for youth, it is beneficial for Frederick County Parks and Recreation(FCPRD)to provide facility space to Frederick County National Little League(FCNLL). This agreement outlines the expectations and outcomes required by Frederick County Parks and Recreation for such.FCNLL will provide a recreational youth baseball/softball program for Frederick County children living in their geographical boundaries. Spring 2021 Field Allocations March 15-June 15,2021 A. FCPRD will provide FCNLL the following fields including dimensions from March 15 through June 15,2021: 1. Field#4 Monday- Saturday 2. Bennington Monday-Saturday 3. Field#2 Monday, Wednesday,Friday, Saturday 4. Field# 1 Monday and Saturday 5. Frederick County Public School sites based on need and approval by FCPS. Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. 6. Fields needed after June 15 for All-Star practices and games will be reserved for FCNLL until July 3. FCNLL must rent and pay for all fields after June 15. 7. FCPRD will provide lined fields based on provided game schedules. 8. Allow 3 business day prior to scheduling any make-up practices/games. 9. Must have all practice schedules to FCPRD by March 10,2021. 10.Must have all game schedules to FCPRD five days in advance. 11.After all reserved fields have been scheduled for FCNLL usage,any unreserved fields will be released to the public. 23 Fall 2021 Filed Allocations August 15-November 15,2021 A. FCPRD will provide FCNLL the following fields from August 15 through November 15,2021: 1. Field#4 Monday—Saturday 2. Bennington Monday—Saturday 3. Field 1, 2 Saturday(all day) 4. Frederick County Public School sites based on need and approval by FCPS. Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. 5. FCPRD will provide lined fields based on provided game schedules. 6. Allow 3 business day prior to scheduling any make-up practices/games. 7. Have all practice schedules to FCPRD by August 10,2021. 8. Must have all game schedules to FCPRD five days in advance. 9. After all reserved fields have been scheduled for FCNLL usage,any unreserved fields will be released to the public. 24 Due to the coronavirus COVID-19 Pandemic,both the spring and fall 2020 seasons were canceled.FCNLL has a carry forward balance of$2,424 from the payment made for the spring season of 2020. See attachment A. FCPRD will base fees and charges for the 2021 seasons on actual participant enrollment numbers. FCNLL will provide to FCPRD: 1. Please provide participant enrollment numbers at the conclusion of each season's registration. Deadline to submit enrollment numbers; Spring March 1,2021; Fall August 1,2021. 2. FCPRD will charge a$6 facility fee per person per season. Payment due dates: Spring March 15,2021;Fall August 15,2021. 3. The dates of the Fall Saturdays that are needed.All unused dates will be released for public use. This information is due by August 10,2021. 4. A certificate of insurance and endorsement listing Frederick County and Frederick County Public Schools additionally insured demonstrating$ 1 million for bodily injury per occurrence with a$2 million annual aggregate and$200,000 in property damage with a$500,000 annual aggregate naming Frederick County,VA and Frederick County Public Schools additionally insured. 5. A copy of their most recently filed IRS 990 form. 6. A copy of current policies,league rules,and bylaws. 7. A list of all current board members. 8. Identify an individual to act on the agency's behalf in communicating league issues. This individual should be accessible during most business days. 9. Participation fee for upcoming season 10. Provide a list of all coaches. Each coach must be eligible per the standards established Criminal Background Check policy(#500.3). 11. Train all coaches and staff in best practices for providing youth baseball meeting the standards set forth by Little League Baseball International. 12. Be responsible for the conduct and behavior of all spectators and participants. 13. Abide by and enforce all FCPRD rules in ball field area. 14. Accept all facilities as is. 15. Provide FCPRD lining request 1 business day prior to game—same day will be handled on a case by case basis depending on staff availability determined by the Superintendent of Parks or designee. 16. Abide by FCPRD's decision regarding field cancellations found in the Athletic Field Use Policy(#500.01). Strictly enforce lightning and thunder safety outlined in the policy for all FCNLL activities. 17. Report any injury or behavior incident resulting in a call to 911 by the next business day to FCPRD. 18. Establish safety and emergency procedures. 19. Provide safety guidelines pertaining to COVID-19. Failure to abide by any term may result in the termination of this agreement. Director Date President Date Frederick County Parks and Recreation Frederick County National Little League Signature Signature 25 Youth Sport Partner Agreement E FREDERICK COUNTY PARKS • RECREATION Frederick County Parks and Recreation , Frederick County American Little League 2021 Field Allocations In an effort to provide quality recreational athletic programs for youth, it is beneficial for Frederick County Parks and Recreation(FCPRD)to provide facility space to Frederick County American Little League(FCALL) at the Stonewall Park. This agreement outlines the expectations and outcomes required by Frederick County Parks and Recreation for such.FCALL will provide a recreational youth baseball/softball program for Frederick County children living in their geographical boundaries. Spring 2021 Field Allocations March 15-June 15,2021 A. FCPRD will provide FCALL the following fields including dimensions from March 15 through May 1: 1. Cole Field Monday-Saturday 2. Franklin Field Monday - Saturday 3. Roper and Frey Fields Monday,Tuesday,Thursday,Friday,Saturday 4. T-Ball Field Monday- Saturday 5. Millbrook HS Practice Fields Monday-Friday(6pm-dusk) 6. Redbud& Stonewall Fields Monday-Friday(6pm-dark), Saturday(9am-dusk) B. FCPRD will provide FCALL the following field including dimensions from May 4-June 15: 1. Cole Field Monday-Saturday 2. Franklin Field Monday-Saturday 3. Roper and Frey Field Friday, Saturday 4. T-Ball Field Monday—Saturday 5. Millbrook HS Practice Fields Monday-Friday(6pm-dusk) 6. Redbud&Stonewall Fields Monday-Friday(6pm-dark), Saturday(9am-dusk) 7. Fields needed after June 15 for All-Star practices and games will be reserved for FCALL until July 3.FCNLL must rent and pay for all fields after June 15. 8. FCPRD will provide lined fields based on provided game schedules. 9. Allow 3 business day prior to scheduling any make-up practices/games. 10. Must have all practice schedules to FCPRD by March 10,2021. 11. Must have all game schedules to FCPRD five days in advance. 12. After all reserved fields have been scheduled for FCNLL usage, any unreserved fields will be released to the public. 26 Fall 2020 Field Allocations August 15-November 15,2021 A. FCPRD will provide FCALL the following fields from August 15—November 15,2021: 1. Cole Field Monday—Friday 2. Franklin Field Monday—Friday 3. Roper Field Friday 4. Frey Field Sundays 12:00 p.m.-4:00 p.m. 5. T-Ball Field Monday—Friday 6. Millbrook HS Practice Fields Monday-Friday(6pm-dusk) 7. Redbud & Stonewall Fields Monday-Friday(6pm-dark), Saturday(9am-dusk) 8. Frederick County Public School sites based on need and approval by FCPS. Fields that are chargeable through the FCPRD and FCPS Cooperative Use Agreement need to be reserved two weeks in advance. 9. Allow 3 business day prior to scheduling any make-up practices/games. 10.Have all practice schedules to FCPRD by August 10, 2021. 11.Must have all game schedules to FCPRD five days in advance. 12.After all reserved fields have been scheduled for FCNLL usage,any unreserved fields will be released to the public. 27 Due to the coronavirus COVID-19 Pandemic,the 2020 spring season was canceled. balance of 2020 were s follows: Spring($2,370 paid 2/I0/2020),Fail($1,362).FCALL has a carry ee attachment A. FCPRD will base fees and charges for the 2021 seasons on actual participant enrollment numbers. FCALL will provide to FCPRD: 1. Please provide participant enrollment numbers at the conclusion of each season's registration. Deadline to submit enrollment numbers; Spring March 1,2021;Fall August 1,2021. 2. FCPRD will charge a$6 facility fee per person per season. Payment due dates: Spring March 15,2021;Fall August 15,2021. 3. The dates of the Fall Saturdays that are needed.All unused dates will be released for public use. This information is due by August 10,2021. 4. A certificate of insurance and endorsement listing Frederick County and Frederick County Public Schools additionally insured demonstrating$ 1 million for bodily injury per occurrence with a$2 million annual aggregate and$200,000 in property damage with a$500,000 annual aggregate naming Frederick County, VA and Frederick County Public Schools additionally insured. 5. A copy of their most recently filed IRS 990 form. 6. A copy of current policies, league rules, and bylaws. 7. A list of all current board members. 8. Identify an individual to act on the agency's behalf in communicating league issues. This individual should be accessible during most business days. 9. Participation fee for upcoming season. 10.Provide a list of all coaches. Each coach must be eligible per the standards established Criminal Background Check policy (#500.3). 11. Train all coaches and staff in best practices for providing youth baseball meeting the standards set forth by Little League Baseball International. 12. Be responsible for the conduct and behavior of all spectators and participants. 13.Abide by and enforce all FCPRD rules in ball field area. 14.Accept all facilities as is. 15. Provide FCPRD lining request 1 business day prior to game—same day will be handled on a case by case basis depending on staff availability determined by the Superintendent of Parks or designee. 16.Abide by FCPRD's decision regarding field cancellations found in the Athletic Field Use Policy (#500.01). Strictly enforce lightning and thunder safety outlined in the policy for all FCALL activities. 17.Report any injury or behavior incident resulting in a call to 911 by the next business day to FCPRD. 18.Establish safety and emergency procedures. 19. Provide safety guidelines pertaining to COVID-19. Failure to abide by any term may result in the termination of this agreement. Director Date President Date Frederick County Parks and Recreation Frederick County American Little League Signature Signature 28 Youth Sport Partner Agreement FREDERICK COUNTY ! PARKS + RECREATION Frederick County Parks and Recreation ,; Top of Virginia Hockey Alliance 2021 Hockey Rink Allocations In an effort to provide quality recreational athletic programs for youth, it is beneficial for Frederick County Parks and Recreation(FCPRD)to provide facility space to the Top of Virginia Hockey Alliance(TVHA). This agreement outlines the expectations and outcomes required by Frederick County Parks and Recreation for such. Winter Hockey Rink Allocations January—April 2021 A. FCPRD will provide the Top of Virginia Hockey Alliance the following hockey rink allocations from January 2 through April 30,2021: 1. Saturday 9am-4pm 2. Sunday fpm—4pm **Saturday 4pm—6pm(*****Open skate times/2"d Saturday of the Month*****) Spring Hockey Rink Allocations May—June 2021 B. FCPRD will provide the Top of Virginia Hockey Alliance the following hockey rink allocations from May 1 through June 30,2021: 1. Tuesday&Wednesday 5pm—8pm 2. Saturday 9am-4pm 3. Sunday 1pm—4pm **Saturday 4pm—6pm (*****Open skate times/2"d Saturday of the Month*****) Summer Hockey Rink Allocations July-August 2021 C. FCPRD will provide the Top of Virginia Hockey Alliance the following hockey rink allocations from July 1 through August 31,2021: 1. Monday—Friday 6pm—8pm 2. Saturday&Sunday 9am-12pm (*****Open skate times/2"d Saturday of the Month*****) 29 Fall Hockey Rink Allocations September—December 2021 D. FCPRD will provide the Top of Virginia Hockey Alliance the following hockey rink allocations from September 1 through December 31,2021: October—November 1. Saturday 9am-4pm 2. Sunday fpm—4pm **Saturday 4pm—6pm (*****Open skate times/2nd Saturday of the Month*****) December 1. Saturday 2pm-4pm 2. Holiday—Monday 12pm—2pm 3. Holiday—Wednesday 12pm-2pm ***** 4. **Saturday 4pm—6pm(*****Open skate times/2"d Saturday of the Month*****) 30 TVHA will provide to FCPRD: 1. Please provide participant enrolment numbers at the conclusion of each season's registration.Deadline to submit enrollment numbers: Winter(May 15), Spring(July 15), Summer(September 15), Winter (January 15). 2. FCPRD will charge a$6 facility fee per person per season broken down as follows: Winter and Spring payment due by July 30', Summer and Fall payment due by January 30th. 3. All practice and game schedules.All changes to practice must be provided 1 business day prior to commencement, all changes to games must be provided 3 business days prior to commencement. 4. A certificate of insurance and endorsement listing Frederick County and Frederick County Public Schools additionally insured demonstrating$ 1 million for bodily injury per occurrence with a$2 million annual aggregate and$200,000 in property damage with a $ 500,000 annual aggregate naming Frederick County, VA and Frederick County Public Schools additionally insured. 5. A copy of their most recently filed IRS 990 form. 6. A copy of their current policies, league rules,and bylaws. 7. A list of all current board members 8. Identify an individual to act on the agency's behalf in communicating league issues. This individual should be accessible during most business days. 9. Participation fee for upcoming season. 10.Provide a list of all coaches.Each coach must be eligible per the standards established Criminal Background Check policy(#500.3). 11. Train all coaches and staff in best practices for providing youth hockey meeting the standards set forth by Top of Virginia Hockey Alliance. 12.Be responsible for the conduct and behavior of all spectators and participants. 13.Abide by and enforce all FCPRD rules in the rink area. 14.Accept all facilities as is. 15.Abide by FCPRD's decision regarding field cancellations found in the Athletic Field Use Policy (#500.01). Strictly enforce lightning and thunder safety outlined in the policy for all TVHA activities. 16.Report any injury or behavior incident resulting in a call to 911 by the next business day to FCPRD. 17.Establish safety and emergency procedures. 18.Provide safety guidelines pertaining to COVID-19. Failure to abide by any term may result in the termination of this agreement. Bradley S. Veach Oct i,2020 Director Date President Date Frederick County Parks and Recreation Top of Virginia Hockey Alliance B91 ley S.ve h(Oct 1_ � Signature Signature 31 FY 22 Fees I Fees Effective January 1,2021 Resident Non resident FCPRD Baseball and Softball Fields Practice $ 11 $ 16 per hr/2 hr min Drag/Line $ 30 $ 35 1x Fee Tournament(9am-11pm) $ 125 $ 155 9 a.m.-11 p.m. Lights** $ 15 $ 15 per hr FCPS Baseball and Softball Fields(Practice Fields)* Practice(M-F 6-10 pm,Sat/Sun 9 am-10 pm $ 11 $ 16 per hr/2 hr min Game(M-F 6-10 PM,Sat/Sun 9 am-10 pm) $ 30 $ 35 per hr/2 hr min FCPS Baseball and Softball Fields(Game Fields)* Practice (M-F 6-10 pm,Sat/Sun 9 am-10 pm $ 30 $ 35 per hr/2 hr min Game(M-F 6-10 PM,Sat/Sun 9 am-10 pm) $ 44 $ 49 per hr/4 hr min Tournament(9am-10 pm) $ 350 $ 380 per reservation Lights** $ 15 $ 15 per hr FCPS School Fields(MBHS/JWHS)* Practice $ 20 $ 25 .per hr Game $ 160 $ 190 4 hr min Game per hour over 4 hours $ 40 $ 45 per hr Soccer Fields Sherando 1-4 $ 27 $ 43 per hr Sherando 6-7 $ 17 $ 27 per hr Sand Volleyball Courts Sand 1-3 $ iIJ $ 15 per court per hour Open Space per acre $ 65 $ 96 per day Disc Golf Course $ 105 $ 160 per day Paddleboat-30 minute ride NC NC per person Racquetball Courts NC 1 $ 7 1per hr Weight Room NC $ 2 Courts and non-resident passes will need to The purchased online. No cash will be on-site. Gymnasium Community Center/Middle School Gyms** $ 30 $ 46 per hr/2 hr min Full Day Rental* $ 250 $ 400 8 a.m.-10 p.m. Greenwood/Ga inesboro/Evendale Activity Room $ 17 $ 33 per hr/2hr min 32 Gainesboro/Evendale Wooden Floor Room $ 14 $ 30 per hr/2 hr min Sherando Activity Room w/kitchen $ 23 $ 39 per hr/2 hr min Swimming Pool Under 3 Free Free 3 and older $ 2 1 $ 2 entry Last Hr $ 1 $ 1 entry Pool Rental-2 hour $ 210 $ 265 Pool Rental-4 hour $ 410 $ 520 Lap Swim will be free for County residents. Non-residents will be charged$2/visit. Comeback Coupons will be issued for patrons Expires end of whom cannot enter due to capacity reached 2021 Season Shelters 30 Capacity Lock Gazebo(SH) $ 45 $ 60 per day Lawrence Shelter (CB) $ 45 $ 60 per day Tom Baldridge/Jaycee Shelter(RH) $ 45 $ 60 per day Mon-Thurs Non-Holiday $ 23 $ 30 per day 75 Capacity FFA(SH) $ 56 $ 72 per day Abex(SH) $ 56 $ 72 per day Key Club (CB) $ 56 $ 72 per day JW Colonel(CB) $ 56 $ 72 per day Rubbermaid (CB) $ 56 $ 72 per day Antique Car(CB) $ 56 $ 72 per day Brill(CB) $ 56 $ 72 per day Mon-Thurs Non-Holiday $ 28 $ 36 per day 150 Capacity Ruritan (SH) $ 68 $ 84 per day Sandy(SH) $ 68 $ 84 per day Kiwanis II (CB) $ 68 $ 84 per day Lions Club (CB) $ 68 $ 84 per day Mon-Thurs Non-Holiday $ 34 $ 42 per day 200 Capacity Lions Club(SH) $ 80 $ 96 per day Kiwanis I (CB) $ 80 $ 96 per day Mon-Thurs Non-Holliday $ 40 $ 48 per day Hockey Rink Full Rink $ 60 per hour Discounts 20%off for 50 or more hours rented of baseball/softball/soccer or gymnasium Rentable High School Fields *Subject to High School Athletic Coordinators approval/Certificate of Insurance Required ** Follows daylight saving time schedule I I 1 1 33 *** rrps Middle School Subiect to availabilitv and may require staff at an additional cost 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Consent Agenda - Roll Call Vote Required Title: Finance Committee Report of October 14, 2020 Attachments: BOS 10-28-20FinanceCommitteeReport14October2020.pdf 34 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday,October 14,2020 8:00 a.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA A Finance Committee meeting was held in the Board of Supervisors Room at 107 North Kent Street on Wednesday,October 14,2020 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann-Slaughter,Chairman; Charles DeHaven; Robert Wells;Jeffrey Boppe;Angela Rudolph-Wiseman; and non-voting liaisons William Orndoff,Treasurer and Seth Thatcher,Commissioner of the Revenue. Committee Member Absent: none. Staff present: Cheryl Shiffler, Finance Director; Kris Tierney,County Administrator;Jay Tibbs, Deputy County Administrator; Rod Williams,County Attorney;Sharon Kibler,Assistant Finance Director;Jennifer Place, Budget Analyst; Patty Camery, FCPS Finance Director; David Sovine, FCPS Superintendent;Joe Wilder, Public Works Director; Nick Sabo,WRA Director; Lenny Millholland,Sheriff; Steve Hawkins, Sheriff Major;Aleck Beeman, Sheriff Captain; and Warren Gosnell,Sheriff Lieutenant. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. The FCPS Executive Director of Finance requests School Operating Fund and General Fund supplemental appropriations in the amount of$294,942.57. This amount represents FY 2020 unspent restricted funds. See attached memo, p.4—9. The committee recommends approval. 2. The FCPS Executive Director of Finance requests School Capital Protects Fund and General Fund supplemental appropriations in the amount of$1,976,978.24. This amount represents unspent FY 2020 School Operating funds to be used for the purchase of(19)school buses. Local funds are required. See attached memo, p.4-9. The committee recommends approval. 3. The FCPS Executive Director of Finance requests a School Operating Fund supplemental appropriation in the amount of$2,435,300. This amount represents CARES CRF funds for local education agencies. No local funds required. See attached memo, p. 10. The committee originally discussed advertising the item for a public hearing; however,the amount of the request is under the threshold that requires a public hearing. As a result,the action requested is the supplemental appropriation. 4. The WRAA requests an Airport Fund supplemental appropriation in the amount of$190,000. This amount represents funds from an unbudgeted lease and will be used to pay existing bond 1 35 debt. No local funds required. See attached memo, p. 11. The committee recommends approval. 5. The WRAA requests an Airport Capital Fund supplemental appropriation in the amount of $190,411.75. This amount represents unspent bond proceeds. No local funds required. See attached memo, p. 12. The committee recommends approval. 6. The Public Works Director requests a General Fund supplemental appropriation in the amount of$4,515. This amount represents final invoice for design work for a training facility at the animal shelter. No local funds required as shelter donations are used for the project. See attached information, p. 13. The committee recommends approval. 7. The Sheriff requests a General Fund supplemental appropriation in the amount of$7,408.76. This amount represents an auto insurance claim to be used for vehicle repair. No local funds required. See attached memo, p. 14—15. The committee recommends approval. 8. The Sheriff requests a General Fund supplemental appropriation in the amount of$34,908.45. This amount represents restricted, reserved eSummons funds to be used for additional printers and scanners. See attached memo, p. 16—18. The committee recommends approval. NO ACTION REQUIRED: 1. The FCPS Executive Director of Finance provided FY 2020 Year End Financial Reports and was available for discussion. See attached information, p. 19—46. 2. The Finance Director provided additional information on Sheriff's Department overtime and requested direction. See attached memo, p.47—48. The committee requested further analysis. INFORMATION ONLY: 1. The Finance Director provides a Fund 10 Transfer Report for September 2020. See attached, p.49. 2. The Finance Director provides financial statements ending September 30,2020. See attached, p.50—60. 2 36 3. The Finance Director provides an FY 2020 Fund Balance Report ending October 7,2020. See attached, p.61. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter,Chairman Charles DeHaven Robert Wells Jeffrey Boppe Angela Rudolph-Wiseman By ChgvyL93. Sh lgr Cheryl B.Shiffler, Finance Director 3 37 i Frederick County Public Schools Executive Director of Finance Patty Camery cameryp@fcpsk12.net DATE: September 16, 2020 TO: Cheryl Shiffler, Frederick County Finance Director FROM: Patty D. Camery, FCPS Executive Director of Finance > RE: FY 2021 Budget Items for Consideration by the Board of Supervisors On September 15, 2020, the School Board approved the following budget adjustments which are subject to consideration and approval by the Board of Supervisors. Please include the following FY 2021 requests on the agenda for the County Finance Committee meeting scheduled for October 21, 2020. Budget Adjustments to the School Operating Fund A budget adjustment to the School Operating Fund is requested for the $294,942.57 which represents restricted grant funds received during FY 2020 and are to be used for specific purposes such as Apple Federal Credit Union Education Foundation, SOL Algebra Readiness program, Project Graduation and other miscellaneous grants. Budget Adjustments to the Capital Projects Fund The School Board is requesting an FY 2021 budget adjustment to the School Capital Projects Fund for $1,976,978.24 which represents the FY 2020 unobligated surplus in the School Operating Fund. Approval of this request will provide appropriation for funds to be spent on nineteen school buses. cc: Dr. David T. Sovine, Superintendent Kris C. Tierney, County Administrator 1415 Amherst Street www.frededcUl2.va.us 540-662-3889,ext.88105 P.O.Box 3508 4 38 Winchester,Virginia 22604-2546 10/13/2020 Frederick County Public Schools .s.�, iii BOS Finance Committee Meeting Fiscal Yearend 2020 Financial Report Patty D.Camery FCPS Executive Director of Finance 1 October 14,2020 Funds to Discuss School Capital Projects Fund School Debt Service Fund School Operating Fund z FL PS 1 5 39 10/13/2020 School . • Projects • Funds for capital items not provided for in the operating fund • Ending fund balance $1,352,825 Sources of Funds Uses of Funds County School buses WHO= Beglnning TechnoBy Fund EquIty 3 FUS School CapitalProjects • 15 school buses Technology devices and infrastructure equipment JWHS stage lighting and sound JWHS heat pump replacement SHS water heater replacement DJH and JWHS athletic building roof replacement Traffic improvement at FCMS and GNS SHS tennis court renovations Phase 2 safety and security measures at various schools and SBO Not completed by June 30th Stonewall and JWHS roof replacement MHS MS4 storm water improvement Some Technology devices backordered FCPS 4 2 6 40 10/13/2020 SchoolDebt Service Fund Fund captures financing activities for major construction projects • Ending fund balance $332,288 Sources of Funds 2% Uses of funds z% , .z% County Principal Federal Interest t State Ending Fund Balance Reserve '-1 s - - FOPS SchoolOperating Fund Total Operating Fund - Surplus $2,271,921 Unobligated operating surplus funds $1,976,978 Restricted operating surplus funds $ 294,943 FCPS FCPS 3 7 41 10/13/2020 FY 2020 School Operating Fund Unobliqated Surplus - $1 ,976,978 Surplus Funds State Sales Tax Revenue $ 425,552 Savings in payroll expenditures $ 442,846 Savings in utilities&fuel $ 542,749 Savings due to spending freeze $ 565,831 FY20 Unobligated Surplus $ 1,976,978 7 FCPS ,7- FY 2020 School Operating Fund Restricted Funds $294,943 $127,691.27 SOL Algebra Readiness $78,818.26 Apple Federal CUEF $45,060.97 E-rate $10,363.03 Virginia Tiered System of Support $31,825.54 Project Graduation $1,183.50 VA Star Program FCPS 4 8 42 s Frederick County Public Schools School Bus Fleet (as of August 31,2020) The average lifespan of a school bus is 12 to 15 years* Age and Mileage 60 buses 5 or less years old 26 buses 6 to 10 years old 68 buses 11 to 15 years old 47 buses 16 to 20 years old 42 buses over 20 years old 86 buses less than 100,000 miles 32 buses 100,000 to 150,000 miles 39 buses 150,000 to 200,000 miles 36 buses 200,000 to 250,000 miles 50 buses over 250,000 miles Funded in Funded with Year Original Remaining Prior Purchased New Routes Replacements Total Budget Year Funds FY17 9 4 13 5 8 FY18 0 17 17 6 11 FY19 1 5 6 0 6 FY20 3 15 18 8 10 FY21 1 1 1 *schoolbustteet.com 1415 Amherst Shat z www.fredarick.k12.va.us 640-662-3889,ext.88105 11.0.Box 3508 Winchester,Virginia 22004-2546 9 43 Frederick Countr Public Schools Executive Director of Finance Patty Camery cameryp@fcpskl2.net To: Cheryl Shiffler, Frederick County Finance Director From. Patty Camery, FCPS Executive Director of Fina Date: October 14, 2020 Subject: Supplemental Appropriation Request due to Federal Coronavirus Relief Funds (CRF)Awarded to Frederick County Public Schools On October 9, 2020, Virginia school divisions were notified of additional funds awarded by Governor Northam for local education agencies from the federal Coronavirus Relief Fund (CRF). Frederick County Public School's CRF allocation is$2,435,300 for school reopening expenses that: 1.) are necessary expenditures incurred due to the public health emergency with respect to Coronavirus Disease 2019 (COVID-19); 2.) were not accounted for in the budget most recently approved as of March 27, 2020(the date of enactment of the CARES Act)for the state or local government entity; and 3.) were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020. Frederick County Public Schools requests a FY 2021 supplemental appropriation to the School Operating Fund for$2,435,300. Please add to the next Board of Supervisors' meeting agenda for consideration. 1415 Amherst Street www.frederick.kl2.va.us 540-6f -3M,ext 88105 P.O.Box 3508 10 44 Winchester,Virginia 22604-2546 WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD WINCHESTER, VIRGINIA 22602 EST.1987 (540) 662-5786 aoRr AU'040' MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: October 7, 2020 RE: Finance Committee Agenda Item I Supplemental Appropriation The Winchester Regional Airport Authority (WRAA) requests a supplemental appropriation for its FY20 operating budget totaling $190,000.00. The funds represent a lump sum rent payment by an airport tenant in accordance with a lease amendment approved by the WRAA board of directors at its September 10, 2020 regular business meeting. Funds will be used to pay off an existing bond and alleviate monthly debt service. No local funds required. Revenue: 3 - 017 - 018990— 0010, Miscellaneous Revenue Expense: 4 - 017 - 081090 - 9101 - 000 — 000, Payment of Loans We appreciate the continued support of Frederick County. Please advise if you have questions or need additional information. Sincerely, Nick Sabo, A.A.E. Executive Director 11 45 WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD WINCHESTER, VIRGINIA 22602 EST.1987 (540) 662-5786 aORr AU'040' MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: October 7, 2020 RE: Finance Committee Agenda Item I Bond Proceeds The Winchester Regional Airport Authority (WRAA) requests a supplemental appropriation for its FY21 capital budget totaling $190,411.75. The funds represent the bond proceeds remaining from the project "Acquire Hangar 509 and Relocate Gate". No local funds required. Revenue: 3 - 085 - 041040— 0002, Proceeds Loan Expense: 4 - 085 - 081030 - 8001 - 000 — 000, Machinery & Equipment We appreciate the continued support of Frederick County. Please advise if you have questions or need additional information. Sincerely, Nick Sabo, A.A.E. Executive Director 12 46 �4lGX f CO 4 COUNTY of FREDERICK w Department of Public Works 5401665-5643 FAX: 540/678-0682 1778 MEMORANDUM TO: Cheryl Shiffler, Director of Finance FROM: Joe C. Wilder, Director of Public Works JIU/ SUBJECT: Supplemental Appropriation Request Frederick County Esther Boyd Animal Shelter DATE: October 14, 2020 Recently, we attempted to construct a new training facility at the Frederick County Animal Shelter. Due to high bids that exceeded the project budget, we rejected the bids. In preparation of the project bid package, design work by Pennoni Associates and Design Concepts was procured. Funding for the entire project came from the animal shelter donation funds. No local funds have been used for the design work. Once the project was closed out,we paid all final invoices from the consultants and the remining funds were placed back in the donation fund reserve. However, Pennoni Associates forgot to submit a final invoice for design work performed on the project. Recently,Pennoni made us aware of the mistake and are requesting payment for this final invoice. The total payment due for the final invoice is $4,515.00 Therefore, in order to make this payment, we are requesting a supplemental appropriation in the amount of$4,515.00 be placed into line item 10- 4305-3002-02 Professional Services-Engineering/Design from reserve fund line item 10-240- 2501. Please include this request on the next Finance Committee agenda. JCW/kco cc: file 10-240-2501 bal $1,214,020 107 North Kent Street, Second Floor, Suite 47 200 • Winchester, Virginia 22601-5000 ER�Cy CpUNTY SHERIFFS OF 6J4FFt1Fp FIC.t Qk%1"Cpm Sheriff Lenny Millholland ° Major Steve A. Hawkins RGj4*1 1080 COVERSTONE DRIVE WINCHESTER,VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM :Sheriff Lenny Millholland DATE : October 1, 2020 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP for an auto claim dated August 26,2020. We are requesting$7,408.76 be appropriated into the following line item. This amount was posted to 3-010-018990-0001 We're requesting this amount to be appropriated to line item 31020-3004-000-002 Thank you LWM/adc c.s. 9/22/20 14 48 i FRE:vkc+- ,'--� COliN-`y VA(O .p�^r September 10, 2020 Frederick County Attn: Jennifer Place 107 North Kent Street Winchester,VA. 22601 Virginia Association of Counties Self Insurance Risk.Pool Member: Frederick County Claim Number: 0342020269367 Date of Loss: 8/26/2020 Dear Ms.Place: Enclosed please find VACORP property damage check in the amount of$7,408.76 for the repairs to the 2017 Ford Explorer VIN 0202 that was damaged on 8/26/2020. This payment was based on the appraisal submitted from S&S Appraisal Services for $7,909.76 less the$500.00 deductible. If you should have any questions regarding this payment, please feel free to call me at 1- 888-822-6772 ext. 174. Sincerely, E � Jared Mullen Claims Specialist Enclosed—Check A �� ��r � � 1819 Electric Rd.,Suite C Roanoke,VA 24018 888-822-6772 Fax 877.212-8599 www.vacorp.org 15 49 Frederick County Sheriff's tae ti Sheriff Lenny Millholland Major Steve A.Hawkins 10 1080 Coverstone Drive Winchester,Virginia 22602 Office(540)662-6168 Fax(540)504-6400 TO: Cherly Shiffler, Director of Finance FROM: Sheriff Lenny Millholland SUBJECT: Transfer of Revenue Funds—eSummons DATE: September 24, 2020 Pursuant to §17.1-279.1, Code of Virginia, a fee is assessed as part of the costs in each criminal or traffic case in the Frederick County courts. Chapter 155, Article XII, Code of Frederick County, states the Treasurer shall hold funds subject to disbursement by the Board of Supervisors to the Sheriff of Frederick County solely to fund software, hardware, and associated equipment costs for the implementation and maintenance of an electronic summons systems. As the Sheriff's Office continues to expand the use of the eSummons System, additional printers and scanners are required. For this reason,the Sheriff's Office requests that an additional $34,908.45 be appropriated for the purchase of the following(estimated cost figures attached): Quantity Item A4 Cost 40 L-Tron Microphone-Style Driver's License Area Imaging Scanner $15,120.00 Part Number: 491OLR-152-LTRK 40 L-Tron Magnetic Mount for 491OLR DL Reader, Part Number: 491OLR-MM $ 1,398.00 25 Seiko MP-A40-BT-OOA- 203DPI MP-A40 Mobile Printer USB, Bluetooth $17,174.75 100MM/SEC 112MM/80MM, Part Number: MP-A40-BT-OOA 30 Seiko Auto Adapter- 12 V DC, 24 V DC Input Voltage- 12 V DC Output Voltage- $1,170.60 1.20 A, Part Number: CC-Al2-A1 _ 10 Seiko USB Cable For MP-A40, Part Number: IFC-U01-1-E $45.10 • eSummons line item number is 3102-5409-000-005. • The above items have been purchased in the past and have proven compatible with our existing system. All items were previously reviewed and approved by the County IT Department. • eSummons Revenue balance report by Finance as of July 21, 2020 was$192,096.85 Thank ou, Sheriff Lenny Millholland 16 50 L-Tron 491OLR Next Gen Area-imaging Scanner(491OLR-152-LTRK) L-Tran 491OLR Next Gen Area-imaging Scanner (491OLR-152•LTRK) NO tompabs mkroptm 2D tMapiap sane.Rtplatas 4710LW and 4810LR strias ROM $378.00 �ar:o-ae r:dr•#:> $CaririerS b Jr'.9'Lti'v:e-Patt ',4910.045r?-Lim SBYa 10% 20 Nnaging$Cannot W h:cn react draft E00st t«arcottes ON COPT retVlges and Signatures.Ideal for e-CtaUDn acp"+CaWAS,aWdeAlf-Pt dfit rep*rtfrg a.'14 Orwon't tdong app'tcatons.fine 49'OLR-*2-.YRK kt cvta�as al p!.r Fay dead More Magnetic Mount for the 491OLR DL Reader(491OLR-MM) 1 item added to your cart! Magnetic Mount for the 491OLR DL Reader (491OLR-MM) 2f�.5o • Part #: '491OLR-MM Continue Shopping 17 51 MP-A40-BT-OOA(Printer) Su w Seiko lnstniments MP-A40-lSbel printer-8/W- thermaifine S686.99 KJrFJr me.�bu:f ' ' AddgCwr CC-Al2-A1 (12 volt Adapter) Seiko MAI 2-Al Car Charger for MP-A40 Printer $39-02 Actual We ht,. 1.00 lbs. Shipping eight 3.00 lbs: Seiko instruments USA IFC-UO1-1-E Oldhwccmpmnme 4 -�.p — IFC—U O1—1—E Price Math Guarantee-we'll meet or beat any Seiko Instruments authorized Guarantee published price. USB Cable For MP-A40-OPU-5445 and E P-.1-5245 Printers. IN STOCK:73 1 $4.51 'O' t APROHS Compliant Shlps todoyf Phoenix,AZ lfyou 100 54.30 �rfn i.., 200 54.05 Hoge is rana epresentat� i-see mf.specs �Ooz Far.kagng - (� see rtatir._U n MINIMUM ORDER:100 400 53.55 STT + ❑CERTIFICATE OF AVAILABLE IN LESS THAN MIN 500' $3.68 11 COMPLIANCE GUARANTEE 0:73 �l�g foz Yq[,ate. 4" s mrr..,.�oa�nH ORDER INCREMENT:1 Ct Pril—Sh—ArePerEach Need more than 737 SPECS DESCRIPTION Enterquontify—dedaad add to cart for deft—yestiimotes. Supplier•. Seiko Instrun ants IMPORTANT NOTICE Part No: Seikolnstrumenesproducts Rams: yes ccnrmtbesoldorshipped outside oftheAmedcos. HIS: 5544129000 COO: MY EOCN: EAR99 SuppllerlitandardPack:Q 100 QTY: Untlof Measure: Per Each 18 52 I � ,.. of f3` IN T 1 i i i i • September 15, 2020 In this document are Frederick County Public Schools' year-end financial reports for fiscal year 2019-2020. As of the date of this report, the financials are unaudited. Included are the statements of operations for all funds managed by the school system. This report summarizes the key activities within each fund. Please refer to the respective financial statement as you proceed through the text. Frederick County Public Schools PORTRAIT OF A GRADUATE 20 54 Table of Contents School Operating Fund........................................................... 1 School Nutrition Fund ............................................................ 6 School Textbook Fund............................................................ 8 School Capital Projects Fund................................................ 10 School Construction Fund .................................................... 12 School Debt Service Fund..................................................... 14 Northwestern Regional Educational Programs Funds .......... 16 Private Purpose Funds ......................................................... 18 Consolidated Services Fund ................................................. 20 School Health Insurance Reserve Fund ................................ 22 21 55 This page intentionally left blank. 22 56 School Operating Fund The unobligated surplus for the fiscal year 2020 school operating fund is $1,976,978, which is 1.12% of the $176,554,951 total school operating fund budget. The operational highlights of the fiscal (and school year) 2019-2020 • Provided a division average 3.1 percent salary increase for all staff; the maximum average increase was 3.4%for teachers and the minimum average increase was 2.0%for administrators • Enhanced the teacher pay table by increasing the starting salary to $42,500 • Added a parent liaison to serve families from Redbud Run Elementary and Millbrook High schools • Added senior teachers at Admiral Byrd and James Wood Middle Schools • Improved student registration service at schools by extending registrars' contracts to 12 months • Focused on student mental health and equity professional development • Implemented the new division strategic plan • Purchased 3 replacement/additional school buses with operating funds • Served 13,915 students compared to a projected 13,770 student enrollment • Pivoted to distance learning and implemented a spending freeze when schools suddenly closed in March due to the COVID-19 pandemic Summary budget statistics 1. The original (beginning) budget for the school operating fund for FY 2020 was $175,981,549. 2. Budget adjustments of $573,402 resulted in the current budget balance of $176,554,951 and included the following: a. encumbrance or undelivered commitments of$225,545 b. carry-forward restricted grant receipts of$347,857 from FY 2019 Summary financial statistics 1. Actual FY 2020 revenues in the school operating fund were$175,776,356. 2. Actual FY 2020 expenses and encumbrances totaled $173,504,435. 3. Obligations for restricted programs valued at $294,943 are a part of the year-end surplus and are reserved for appropriation to FY 2021. 4. An unobligated amount of$1,976,978 remained at year-end. Key factors contributing to the school operating fund unobligated surplus are shown in the chart below. Budget Actual Variance State sales tax revenue $ 16,045,216 $ 16,470,768 $ 425,552 Budgetary savings in payroll expenditures $141,300,405 $140,857,559 $ 442,846 Budgetary savings in utilities and fuel due to $ 4,028,624 $ 3,485,875 $ 542,749 COVID-19 school closures Budgetary savings in schools and departmental $ 29,726,832 $ 29,161,001 $ 565,831 expenditures due to spending freeze Unobligated Surplus for FY 2020 $1,976,978 The remaining portion of this section explains the financial activity and resulting variances. 123 57 School Operating Fund —Continued Understanding the Operating Fund Variances The financial statement for the School Operating Fund is presented in a format reflecting two components of financial activity: unrestricted and restricted programs. The majority of the school division's programs and operations are funded by state and local (county) funds in the unrestricted component. While the school division must maintain minimum standards of quality with a mandated local match in most cases, the local school board allocates those funds with discretion aligned to planning goals. Therefore, the expenditures in this component are referred to as unrestricted. The restricted program section shows the activity of grant funds received for specific use on designated programs. The budget and related financial activity align with the grant award amounts and spending period, creating budget to actual variances which could be misunderstood as local surpluses or deficits. For this reason, the format shown is designed to assist the reader with the distinction between the two. Summary of Revenues and Expenditures Unrestricted revenues exceeded expenditures by $2,589,425 [line 11]. The variance for each revenue source and expenditure category is described in the following text. This amount is offset by $317,504 in restricted program variances [line 14] resulting in the total operating fund surplus of$2,271,921 [line 15], which is reduced by $294,943 [line 16] in carry-forward obligations. The bottom-line result is $1,976,978 [line 17] in unobligated surplus for FY 2020. Unrestricted Revenues: $169,209,342 [line 61 Local Sources [line 1] ➢ FCPS received $688,550 in miscellaneous local revenue including fees and charges to students and the public, billings to other agencies, gifts and donations, rebates, refunds, and rental charges for the use of school division facilities. Funds received from these sources were more than projected by$29,224. Commonwealth [line 2] ➢ FCPS received $81,499,219 in state revenue including Standards of Quality(SOQ)funds, sales tax receipts, incentive,categorical, lottery,and some miscellaneous funds were more than budgeted by$423,273. ➢ Sales tax funding was more than budgeted by$425,552 due to better than projected sales tax collections. ➢ All other state funding received was less than budgeted by$2,279. Federal Government [line 3] ➢ FCPS received $3,006 in unrestricted, federal revenue. A small amount of funding is provided each year based on the amount of federal land in the county. There is no notable variance in this section. Local Government and Transfers [lines 4-5] ➢ FCPS received $87,018,567 from the County's General Fund — local government dollars. This total includes the prior year encumbrance and grant obligations, as well as the current year funding support from the local governing body. 224 58 School Operating Fund —Continued Unrestricted Expenditures: $166,619,916 [line 10] Instruction [line 7] ➢ FCPS expended $121,997,148 for costs associated with classroom instruction, student support services, library and media services, instructional support services, and school administrative offices in the areas of regular education, special education, vocational education, gifted education, and the other categories of instruction. Seventy percent of all expenditures are in this category. The positive variance of$361,597 is attributable to expenditure savings in personnel, school budgets,and instructional departments. Instructional and Administrative Technology [line 8] ➢ FCPS expended $9,949,052 for costs associated with division technology — instructional, administrative, and operational categories. Six percent of all expenditures are in this category. Savings in employee compensation in other categories provided a transfer of additional funds to address technology equipment replacements and infrastructure support for distance learning during the last three months of the school year. The residual positive variance of $92,404 is attributable to expenditure savings in personnel. Support Services [line 9] ➢ FCPS expended $34,673,717 for costs associated with supporting the operations of the school division, including administration, student attendance and health,transporting students, and maintaining facilities. Twenty percent of all expenditures are in this category. Savings in employee compensation and departmental budgets in other categories provided a transfer of funds to address facilities and support the Grab-N-Go meals program during COVID-19 school closures. The residual $1,004,155 positive variance is due to personnel, spending freeze, vehicle fuel, and utility savings realized due to school closures. Restricted Program Revenues and Expenditures [lines 12 - 14] Restricted Programs provide funding for specific initiatives. The majority of these revenues are based upon certain student populations or capabilities. Restricted program funding is associated with spending criteria as well as reporting criteria. The vast majority of restricted revenues come from the federal government, but a few are from state or miscellaneous sources. Restricted program revenues totaled $6,567,014 for FY 2020, and program expenditures totaled $6,884,519. The resulting negative balance of$317,504 represents an amount of additional local funds toward those specific program budgets. FY 2020 Operating Surplus(Revenues over Expenditures) $2,271,921 [lines 15-17] The total operating surplus for FY 2020 of$2,271,921 is reduced by the amount of revenue received for a special purpose, but has not yet been encumbered. These funds are obligations against the surplus funds,total $294,943, and include: 1) $127,691.27 for SOL Algebra Readiness, 2) $78,818.26 for the Apple Federal Credit Union mentor teacher program, 3) $45,060.97 for eRate, 4) $31,825.54 for Project Graduation, 5) $10,363.03 for Virginia Tiered Systems of Support and 6) $1,183.50 for the VA Star program. A separate appropriation request will be submitted for these amounts to be approved by the Board of Supervisors.The unobligated surplus for FY 2020 is$1,976,978. Sources of Funds Uses of Funds Instruction State 0A i Technology-Instruction County &Admin. ' Support Services Restricted- State/Federal ' 4691. Restricted Programs 325 59 Frederick County Public Schools School Operating Fund [a] [b] [c] [d] [e] Year Ended June 30,2020 2018-19 2019-20 2019-20 2019-20 Variance Actual* Original Adjusted Actual* from Budget Budget Adj.Budget SUMMARY Revenue from Local/Other Sources $ 912,682 $ 1,430,716 $ 1,155,818 $ 896,186 $ (259,632) Revenue from the Commonwealth 78,496,837 82,992,357 82,785,080 82,997,559 212,479 Revenue from the Federal Government 5,224,808 5,113,311 5,595,486 4,864,044 (731,442) Revenue from Local Governing Body 83,377,453 86,445,165 87,018,567 87,018,567 [A] TOTAL REVENUES $ 168,011,779 $ 175,981,549 $ 176,554,951 $ 175,776,356 $ (778,595) Instruction $ 119,105,240 $ 125,529,969 $ 122,358,745 $ 121,997,148 $ 361,597 Instruction-Restricted Programs 6,640,917 8,268,507 8,476,879 6,884,519 1,592,360 Technology-Instructional&Administrative 7,766,605 8,177,192 10,041,456 9,949,052 92,404 Support Services 33,110,496 34,005,881 35,677,871 34,673,717 1,004,155 [B] TOTAL EXPENDITURES $ 166,623,259 $ 175,981,549 $ 176,554,951 $ 173,504,435 $ 3,050,516 *Actual fiscal year expenditures includes encumbrances 1C] REVENUE OVER EXPENDITURES $ 1,388,520 $ $ $ 2,271,921 1D] Obligated Funds-Special Programs $ 347,857 $ 294,943 1E] LOCAL FUNDS UNOBLIGATED AT JUNE 30 $ 1,040,663 $ 1,976,978 [F] Percentage Surplus of Total Budget 0.61% 1.12% Unrestricted Revenues 11] Revenue from Local Sources $ 779,488 $ 659,326 $ 659,326 $ 688,550 $ 29,224 [2] Revenue from Commonwealth $ 77,265,025 $ 81,025,595 $ 81,075,946 $ 81,499,219 $ 423,273 a Standards of Quality(SOQ) 54,757,562 55,051,795 55,301,600 55,301,600 - b Sales Tax 15,205,440 16,045,216 16,045,216 16,470,768 425,552 c Incentive Accounts 518,000 2,916,712 2,923,264 2,910,160 (13,104) d Categorical 100,971 101,477 80,966 80,966 e Lottery-Funded Programs 6,510,435 6,690,395 6,504,729 6,486,704 (18,025) f Miscellaneous State 172,617 220,000 220,170 249,020 28,850 [3] Revenue from Federal Government $ 3,178 $ 51000 $ 5,000 $ 3,006 $ (1,994) [4] Transfers/CarryOver/Prior Year Encumbrances $ 1,046,279 $ $ 573,402 $ 573,402 $ [5] Local Funds-Board of Supervisors $ 82,331,174 $ 86,445,165 $ 86,445,165 $ 86,445,165 $ [6] Total Unrestricted Revenues $ 161,425,144 $ 168,135,086 $ 168,758,839 $ 169,209,342 $ 450,503 Unrestricted Expenditures [7] Instruction $ 119,105,240 $ 125,529,969 $ 122,358,745 $ 121,997,148 $ 361,597 a Regular Education 88,141,527 92,335,826 89,795,658 89,723,771 71,887 b Special Education 20,405,380 22,221,341 21,665,390 21,509,120 156,270 c Vocational Education 8,003,950 8,325,410 8,245,478 8,122,601 122,877 d Gifted Education 945,748 1,017,693 1,015,820 1,010,819 5,001 e Other Education 1,417,025 1,441,190 1,430,895 1,425,533 5,362 f Summer School 174,443 171,550 173,776 173,741 35 g Adult Education 17,168 16,958 17,228 17,227 1 h Non-district Program - - 14,500 14,336 164 181 Instructional&Administrative Technology $ 7,766,605 $ 8,177,192 $ 10,041,456 $ 9,949,052 $ 92,404 a Instructional Technology 1,746,327 1,543,751 3,442,990 3,442,989 1 b Instructional Support Technology 3,716,543 4,000,292 3,780,111 3,737,264 42,847 C Administrative&Operations Support Technology 2,303,735 2,633,149 2,818,355 2,768,799 49,556 [9] Support Services $ 33,110,496 $ 34,005,881 $ 35,677,871 $ 34,673,717 $ 1,004,155 a Administration,Attendance&Health 7,334,434 7,729,157 7,419,222 7,217,805 201,417 b Pupil Transportation Services 9,747,058 10,392,470 10,331,881 10,063,387 268,494 c Operation and Maintenance 15,118,110 14,940,223 14,897,295 14,364,887 532,407 d School Nutrition Services - - 583,091 583,090 1 e Facilities 355,185 395,324 1,869,301 1,867,466 1,835 f Fund Transfers 555,709 548,707 577,082 577,082 1 [10] Unrestricted Expenditures $ 159,982,342 $ 167,713,042 $ 168,078,072 $ 166,619,916 $ 1,458,156 [11] Unrestricted Revenue Over/(Under)Expense $ 1,442,802 $ 2,589,425 Numbers may not add correctly due to rounding. 4 26 60 School Operating Fund [a] [b] [c] [d] [e] Year Ended June 30,2020 2018-19 2019-20 2019-20 2019-20 Variance Actual* Original Adjusted Actual* from Budget Budget Adj.Budget Restricted Programs Revenue Revenue from Local/Other Sources $ 133,194 $ 771,390 $ 496,492 $ 207,635 $ (288,856) a eRate Program 23,554 355,955 81,057 23,554 (57,503) b Bridges to Success-Apple Federal CU 45,000 50,000 50,000 35,000 (15,000) c NOAA Grant 53,615 - - - d Claude Moore Foundation 10,024 115,435 123,911 88,081 (35,829) e VA Star 1,000 - 1,000 1,000 f Virginia Printing Foundation - - 60,000 60,000 g Excess Appropriation - 250,000 180,524 - (180,524) Revenue from Commonwealth $ 1,231,812 $ 1,966,762 $ 1,709,135 $ 1,498,340 $ (210,794) a Regional Juvenile Detention Center 601,524 615,000 615,000 612,492 (2,508) b Special Education-In-Jail 98,598 106,000 106,000 100,481 (5,519) c Early Reading Intervention 219,411 221,501 267,473 267,473 d SOL Algebra Readiness 116,435 116,435 124,674 124,674 e Virginia Preschool Initiative - 208,447 208,447 208,447 f Other Special State Programs 195,844 149,379 186,517 184,773 (1,744) g Excess Appropriation - 550,000 201,024 - (201,024) Revenue from Federal Government $ 5,221,630 $ 5,108,311 $ 5,590,486 $ 4,861,038 $ (729,447) a Title I,Part A 1,397,605 1,469,571 1,532,523 1,387,365 (145,158) b Title I,Part D 63,448 54,631 107,940 46,535 (61,405) c Title II,Part A Improve Teacher Quality 241,092 430,775 493,461 409,502 (83,959) d Title III,Part A LEP 91,763 78,016 126,994 89,057 (37,937) e Title IV,Part A 81,519 100,646 163,147 150,609 (12,538) f Title VI-B IDEA Regular 2,461,888 2,667,455 2,906,054 2,515,701 (390,354) g Title VI-B IDEA Preschool 46,964 46,964 46,964 48,667 1,703 h Perkins Vocational 163,987 160,253 169,435 169,635 200 i Virginia Preschool Initiative Plus 673,364 - 43,967 43,967 - j Other Miscellaneous Grants - - - - k Excess Appropriation - 100,000 - - [12] Total Restricted Revenues $ 6,586,636 $ 7,846,463 $ 7,796,112 $ 6,567,014 $ (1,229,098) Restricted Program Expenditures a eRate Program 8,985 355,955 102,564 - 102,564 b Bridges to Success-Apple Federal CU 46,166 50,000 85,307 41,488 43,818 c NOAA Grant 53,615 - - - - d Claude Moore Foundation 10,024 115,435 123,911 88,081 35,829 e Chain of Checks-Mental Health 6,375 - 40,213 40,213 - f VA Star 1,205 2,871 1,687 1,184 g Virginia Printing Foundation - - 60,000 60,000 - h Regional Juvenile Detention Center 593,664 615,000 615,000 604,658 10,342 i Special Education-In-Jail 98,598 106,000 106,000 100,481 5,519 j Early Reading Intervention 299,106 362,997 362,997 304,121 58,876 k SOL Algebra Readiness 190,178 190,814 370,758 243,067 127,691 1 Virginia Preschool Initiative&Plus 646,572 460,000 503,967 457,170 46,797 m Other Special State Programs 185,208 150,959 222,190 175,348 46,841 n Title I,Part A 1,397,605 1,469,571 1,532,523 1,387,365 145,158 o Title I,Part D 63,448 54,631 107,940 46,535 61,405 P Title II,Part A Improve Teacher Quality 241,092 430,775 493,461 409,502 83,959 q Title III LEP 91,763 78,016 126,994 89,057 37,937 r Title IV,Part A 81,519 100,646 163,147 150,609 12,538 s Title VI-B 2,461,888 2,667,455 2,906,054 2,515,701 390,354 t Perkins Vocational 163,907 160,253 169,435 169,435 - u Excess Appropriation - 900,000 381,548 - 381,548 [13] Total Restricted Expenditures $ 6,640,917 $ 8,268,507 $ 8,476,879 $ 6,884,519 $ 1,592,360 [14] Restricted Revenue Over/(Under)Expense $ (54,282) $ (317,504) [15] All Revenue Over/(Under)Expense $ 1,388,520 $ 2,271,921 [16] Obligated Funds-Special Programs 347,857 294,943 [17] LOCAL FUNDS UNRESTRICTED AND UNOBLIGATED AT JUNE 30 $ 1,040,663 $ 1,976,978 Numbers may not add correctly due to rounding. 5 27 61 School Nutrition Fund The school nutrition fund completed FY 2020 with expenditures in excess of revenues of $206,915, decreasing the fund balance. Fund balance supported operational costs as meal sales were less than expected due to the COVID-19 school closures. On average, 48 percent of students participated in the food service program through March 13, 2020, before schools closed due to the COVID-19 pandemic. Lunch prices for a full-priced meal were $2.60 for elementary, $2.85 for middle, and $2.85 regular lunch/$2.95 pizza lunch for high school students. Other items are sold on an a la carte basis. About 38 percent of students were eligible for free or reduced-priced meals, reimbursed by the federal government. After March 13, 2020, the school nutrition program served 180,033 Grab-N-Go breakfasts and lunches to school age children. The federal government and School Operating Fund subsidized the cost of Grab-N-Go meals. In total, FCPS served 1,266,180 meals in FY 2020 (about 300,000 less meals than budgeted). Operational expenditures were less than budgeted, but greater than expected for the actual number of meals served. Food and supply costs averaged $1.58 per meal — up from a budgeted $1.27 food cost per meal. Revenue Variances: Compared to budget, revenues from full-priced lunch sales and federal meals reimbursement were $977,631 less than expected due to less meals served. A transfer of $39,717 from the School Operating Fund paid for uncollectible student meal charges as federal guidelines prevent using school nutrition funds for this purpose. Expenditure Variances: Compared to budget, expenditures were $2,570,716 less than expected. $1,800,000 of the total expenditure variance represents excess appropriation of prior year fund balance. The excess appropriation is carried forward to use if needed.The other operational variances are the result of the following: ➢ Labor cost was $371,161 less than planned due to position vacancies and savings in substitute employees due to school closure. ➢ Food and supply costs were$198,962 less than planned due to the number of meals served. ➢ Contracted services, utilities, travel, and capital replacement expenses ended the year with a positive variance of$200,593. The fund ended the fiscal year with $1,577,904 in fund balance. Of this amount, $331,400 is the inventory value which is non-spendable. The fund balance is within best practice amounts, averaging almost three months of operating expenses. Fund balance is carried-forward to the next fiscal year for school nutrition operations. Sources of Funds Uses of Funds 2%I Personnel Federal Sales-Students,Staff Food&Supplies State Capital&Other Operating ■Ending Fund Balance Beginning Fund Equity % Reserve ®r 628 62 Frederick County Public Schools School Nutrition Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] Adjusted Variance Actual Actual Budget Actual from 2017-18 2018-19 2019-20 2019-20 AdjBudget [1] Beginning Balance July 1 $ 2,414,992 $ 2,640,430 $ 1,800,000 $ 1,784,819 $ (15,181) Revenues: [2] Interest on Bank Deposits $ 27,981 $ 27,552 $ 22,000 $ 12,678 $ (9,322) [3] Type A Lunches 1,417,057 1,483,929 1,658,501 1,125,808 (532,693) [4] Breakfast Program 162,408 187,790 221,301 149,501 (71,800) [5] All Other Sales and Adults 624,554 634,469 638,653 484,582 (154,071) [6] Other Receipts 71,515 65,684 78,514 61,017 (17,497) [7] State School Food Payments 103,208 107,190 102,003 112,328 10,325 [8] Federal Meals Reimbursement 2,655,172 2,712,947 2,842,585 2,615,295 (227,290) [9] Transfers From School Operating 19,522 19,411 15,000 39,717 24,717 [10] Total Revenues $ 5,081,416 $ 5,238,972 $ 5,578,557 $ 4,600,926 $ (977,631) Total Revenues and Beginning Balance $ 7,496,408 $ 7,879,402 $ 7,378,557 $ 6,385,745 Expenditures: [11] Salaries $ 1,786,343 $ 1,951,786 $ 2,119,589 $ 1,850,401 $ 269,187 [12] Fringe Benefits 746,098 790,966 892,431 790,456 101,974 [13] Contractual Services 90,247 78,712 172,052 163,876 8,176 [14] Utilities,Travel and Misc 69,336 75,320 95,805 88,755 7,050 [15] Food and Supplies 1,977,860 2,303,493 2,082,231 1,883,269 198,962 [16] Capital Outlay 186,095 894,307 216,450 31,083 185,367 [17] Planned Carryforward to Next Year - - 1,800,000 - 1,800,000 [18] Total Expenditures $ 4,855,978 $ 6,094,582 $ 7,378,557 $ 4,807,841 $ 2,570,716 [19] Revenue Over/(Under)Expenditures $ 225,438 $ (855,610) $ - $ (206,915) [20] Ending Balance June 30 $ 2,640,430 $ 1,784,819 $ - $ 1,577,904 [21] Balance Nonspendable, Inventory $ 232,432 $ 279,516 $ 331,400 [22] Balance Committed $ 2,407,998 $ 1,505,303 $ 1,246,504 Numbers may not add correctly due to rounding. 729 63 School Textbook Fund The textbook fund completed the year with expenditures in excess of revenues of$1,025,868, resulting in an ending fund balance to $906,178. The primary source of revenue for this fund comes from the Standards of Quality funding provided by the state. The state funds require a local match equal to the composite index percentage and are provided through a transfer from the School Operating Fund. Beginning fund balance for the School Textbook Fund was $1,932,045. Revenues plus the beginning fund balance provide for the total available funds of $3,323,872. For FY 2020, state funds of $841,202 plus $537,365 in local matching funds, and $13,259 in miscellaneous receipts for interest and fees totaled $1,391,826 in revenue. Textbook purchases replaced worn textbooks, provided new reading textbooks for elementary schools, and provided new English textbooks for middle schools. Textbook purchases can be either hard copy or digital formats. Total expenditures on textbooks and a part-time employee to manage the textbook inventory equaled $2,417,694 for the year. The textbook fund balance increases and decreases over time as it supports the year-to-year disbursements driven by the timing of required textbook adoptions. Textbook fund balance is committed to the next fiscal year to support future textbook adoptions. Sources of Funds 1% Uses of Funds State SOO. Personnel Local Match (SOF Transfer) Textbooks Ending Fund 1 ■Other Balance Reserve r Beginning Fund Equity 1% 830 64 Frederick County Public Schools School Textbook Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] 2017-18 2018-19 2019-20 2019-20 Actual Actual Budget Actual Variance [1] Beginning Balance July 1 $ 2,686,747 $ 2,911,443 $ 1,730,367 $ 1,932,045 $ 201,678 Revenues: [2] Interest on Bank Deposits $ 32,635 $ 39,065 $ 20,000 $ 12,787 $ (7,213) [3] Sale of Textbooks/Lost Fees 1,971 1,552 6,500 472 (6,028) [4] State Reimbursements 895,167 825,960 835,475 841,202 5,727 [5] Transfers From Other Funds 570,512 536,298 533,707 537,365 3,658 [6] Total Revenues $ 1,500,286 $ 1,402,875 $ 1,395,682 $ 1,391,826 $ (3,856) Total Revenues and Beginning Balance $ 4,187,033 $ 4,314,318 $ 3,126,049 $ 3,323,872 Expenditures: [7] Salaries $ 17,971 $ 19,183 $ 19,722 $ 19,721 $ 2 [8] Fringe Benefits 4,855 5,057 5,199 5,183 16 [9] Contractual Services - - - - - [10] Payments to Publishers 1,252,764 2,358,033 2,871,071 2,392,791 478,280 [11] Planned Carryforward to Next Year - - 230,057 - 230,057 [12] Total Expenditures $ 1,275,589 $ 2,382,272 $ 3,126,049 $ 2,417,694 $ 708,355 [13]Revenues Over/(Under)Expenditures $ 224,696 $ (979,398) $ (1,730,367) $ (1,025,868) $ 704,499 [14]Ending Balance June 30 $ 2,911,443 $ 1,932,045 $ - $ 906,178 [15]Balance Committed $ 2,911,443 $ 1,932,045 $ 906,178 Numbers may not add correctly due to rounding. 9 31 65 School Capital Projects Fund The school capital projects fund is for the purchase of capital items not provided for in the annual school operating fund. This fund typically receives revenue from the local governing body through direct appropriation or through the transfer of funds from prior year school operating fund remaining balances. FCPS used the beginning fund balance of $1,889,268 and a transfer of $5,040,663 from the county to purchase the following items/projects related to student transportation, technology, and facilities. • 15 school buses • Technology devices and infrastructure equipment • James Wood High School stage sound and lighting replacement project • James Wood High School heat pump replacement • James Wood High School roof replacement • Stonewall Elementary School roof replacement • Sherando High School water heater replacement • Millbrook High School EPA MS4 stormwater improvements • Dowell J. Howard roof replacement • Traffic improvements at Frederick County Middle and Gainesboro Elementary schools • James Wood High School athletic building roof replacement • Sherando High School tennis court renovations • Phase 2 safety and security measures at various schools and central office As of June 30, 2020, items/projects were in various stages of planning, completion, or payment. The balance of$1,352,825 will carry forward into FY 2021. Some of the items listed above should be supported by a sufficient funding level in the operating fund because they are part of the larger scope of the annual operating responsibilities of the school division. Restoration of such funding in the operating budget will allow this fund to return to the practice of using it for special projects outside the operating fund norm,yet too small in scope for the construction fund. Sources of Funds Uses of Funds 4&4 County School buses hhI Facilities �I Beginning Fund f Technology Equity 1032 66 Frederick County Public Schools School Capital Projects Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] Variance 2017-18 2018-19 2019-20 2019-20 from Actual Actual Budget Actual Adjusted Budget [1] Beginning Balance July 1 $ 1,220,062 $ 1,397,186 $ 1,889,268 $ 1,889,268 $ Revenues: [2] Other Receipts [3] Local Funds-Frederick County $ 3,088,287 $ 3,564,000 $ 5,040,663 $ 5,040,663 $ [4] Transfers from Other Funds - - - - [5] Total Revenues $ 3,088,287 $ 3,564,000 $ 5,040,663 $ 5,040,663 $ - Total Revenues and Beginning Balance $ 4,308,349 $ 4,961,186 $ 6,929,931 $ 6,929,931 Expenditures: [6] Capital Outlay $ 2,911,163 $ 3,071,919 $ 6,929,931 $ 5,577,106 $ 1,352,825 [7] Total Expenditures $ 2,911,163 $ 3,071,919 $ 6,929,931 $ 5,577,106 $ 1,352,825 [8] Ending Balance June 30 $ 1,397,186 $ 1,889,268 $ - $ 1,352,825 [9] Balance Reserve for Encumbrances $ 1,003,150 $ 589,268 $ 687,379 [10] Balance Committed $ 394,036 $ 1,300,000 $ 665,446 Numbers may not add correctly due to rounding. 33 67 Construction Fund The active construction projects for FY 2020 were construction of Jordan Springs Elementary School and replacement Robert E. Aylor Middle School. A project-to-date summary is shown below and is provided in a different format on the financial statement. The amounts shown in bold represent active project balances at year-end, which will be automatically re-appropriated in the next fiscal year to continue the project. Jordan Springs Elementary School: Replacement Robert E.Avlor Middle School: Beginning project amount $ 28,500,000.00 Beginning project amount $ 48,700,000.00 Expenditures through June 30,2020 $ (24,320,925.25) Expenditures through June 30,2020 $ (14,351,765.89) O/S Encumbrances @ June 30,2020 $ (2,518,386.15) O/S Encumbrances @ June 30,2020 $ (31,539,022.50) Remaining project balance $ 1.660.688.60 Remaining project balance $ 2.809.211.61 Cash received—bond proceeds $ 24,385,000.00 Cash received—bond proceeds $ 29,565,000.00 Cash received—premium proceeds $ 2,191,634.80 Cash received—premium proceeds $ 2,702,100.48 Cash received—interest earnings $ 604,105.35 Cash received—interest earnings $ 297,067.52 Cash received—other sources $ 1,516,962.50 Cash received—other sources $ - Cash transferred from other projects $ 54,377.15 Cash transferred from other projects $ Cash disbursed for project $ (23,825,010.34) Cash disbursed for project $ (11,156,554.88) Accounts Payable @ June 30,2020 $ (495,914.91) Accounts Payable @ June 30,2020 $ (3,195,211.01) Cash/A/P balance @June 30,2020 $ 4.431.154.55 Cash/A/P balance @June 30,2020 $ 18.212.402.11 Fourth High School: Armel Addition: Beginning project amount $ 6,000,000.00 Beginning project amount $ 500,000.00 Expenditures through June 30,2020 $ (5,372,281.60) Expenditures through June 30,2020 $ (471,563.00) O/S Encumbrances @ June 30,2020 $ (185,504.85) O/S Encumbrances @ June 30,2020 $ (7,770.00) Remaining project balance $ 442.213.55 Remaining project balance $ 20.667.00 Cash received—bond proceeds $ 2,734,850.00 Cash received—bond proceeds $ - Cash received—premium proceeds $ 209,216.97 Cash received—premium proceeds $ Cash received—interest earnings $ 4,733.58 Cash received—interest earnings $ - Cash transferred—undesignated fund $ 2,500,000.00 Cash received from other projects $ 500,000.00 Cash received from other projects $ 230,200.05 Cash disbursed for project $ (471,563.00) Cash disbursed for project $ (5,372,281.60) Accounts Payable @ June 30,2020 $ Accounts Payable @ June 30,2020 $ - Cash/A/P balance as of June 30,2020 $ 28,437.00 Cash/A/P balance @June 30,2020 $ 306,719.00 12 34 68 Frederick County Public Schools Construction Funds Year Ended June 30,2020 [a] [b] [c] [d] Cummulative Project Prior Years' 2019-2020 Project Budget Receipts Actual Receipts Receipts [1] Beginning Balance July 1 $ 25,453,842 Revenues: [2] Interest Income $ $ 425,981 $ 479,925 $ 905,906 [3] Proceeds from Bond Sale 80,200,000 37,208,713 24,579,089 61,787,802 [4] Other Receipts 3,500,000 4,797,527 4,013 4,801,540 [5] Miscellaneous - - - - [6] Total Revenues $ 83,700,000 $ 42,432,221 $ 25,063,027 $ 67,495,248 [a] [b] [c] [d] [e] [f] Cummulative Remaining Project Prior Years' 2019-2020 Project Outstanding Project Budget Expenditures Actual Expenditures Encumbrances Balance Expenditures: [7] Jordan Springs Elementary School $ 28,500,000 $ 9,060,785 $ 15,260,140 $ 24,320,925 $ 2,518,386 $ 1,660,689 [8] Armel Elementary Additions 500,000 471,563 - 471,563 7,770 20,667 [9] Replacement Robert E Aylor Middle School 48,700,000 2,124,244 12,227,522 14,351,766 31,539,023 2,809,212 [10] Fourth High School-Land&Design 6,000,000 5,321,786 50,495 5,372,282 185,505 442,214 [11] Total Expenditures $ 83,700,000 $ 16,978,379 $ 27,538,157 $ 44,516,536 $ 34,250,684 $ 4,932,781 [12]Ending Balance June 30 $ 22,978,713 Numbers may not add correctly due to rounding. 13 35 69 Debt Service Fund The Debt Service Fund accounts for principal and interest payments on general obligation bonds sold through the Virginia Public School Authority to finance major school construction projects. During the fiscal year, FCPS received $304,896 in refinancing credits from VPSA and $279,948 from the federal government as an interest rebate subsidy for the Qualified School Construction Bonds (QSCB) program. Additionally, $16,248,300 was received from the county. These revenues plus the beginning fund balance were used for the principal, interest, and administrative expenses for the 30 active debt issues covering 12 construction projects amortized over 20 years. The FY 2020 principal, interest, and management fee payments totaled $16,532,751. The end of year fund balance is $332,288 due to lower than expected interest payments and greater than expected refinancing credits. The fund balance will support FY 2021 debt obligations. A summary of the outstanding indebtedness is shown below. Outstanding debt at June 30, 2019 $123,996,315 New debt incurred during FY 2020 $ 22,555,000 Principal payments on existing debt during FY 2020 $( 11,195,047) Outstanding debt at June 30, 2020 $135,356,268 Sources of Funds 2% Uses of Funds 2% Fri I ---2% Principal County Interest i Federal Ending Fund State Balance Reserve 1436 70 Frederick County Public Schools Debt Service Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] Variance 2019-20 from 2017-18 2018-19 Adjusted 2019-20 Adjusted Actual Actual Budget Actual Budget [1] Beginning Balance July 1 $ 30,470 $ 20,823 $ 23,282 $ 31,896 $ 8,614 Revenues: [2] State VPSA Credits $ 127,343 $ 157,162 $ 179,505 $ 304,896 $ 125,391 [3] Federal-QSCB 277,865 279,055 275,782 279,948 4,166 [4] Local Funds-Frederick County 15,972,475 14,579,320 16,248,300 16,248,300 - [5] Transfers from Other Funds - - - - - [6] Total Revenues $ 16,377,683 $ 15,015,537 $ 16,703,587 $ 16,833,143 $ 129,556 Expenditures: [7] Principal Payments $ 10,784,583 $ 10,341,220 $ 11,195,047 $ 11,195,047 $ - [8] Interest Payments 4,969,168 4,643,493 5,506,822 5,315,504 191,318 [9] Miscellaneous 16,100 19,750 25,000 22,200 2,800 [10] Total Expenditures $ 15,769,851 $ 15,004,463 $ 16,726,869 $ 16,532,751 $ 194,118 [11] Transfers to Other Funds $ 617,478 $ - $ - $ - [12] Ending Balance June 30 $ 20,823 $ 31,896 $ - $ 332,288 [13] Balance Assigned $ 20,823 $ 31,896 $ 332,288 Numbers may not add correctly due to rounding. 71 Northwestern Regional Educational Programs (NREP) Funds Frederick County Public Schools is the fiscal agent for the NREP program. The school divisions of Winchester City and Frederick and Clarke Counties fund the program along with some federal and state dollars. The NREP program provides intense services to multiple disabled students, emotionally disabled students, autistic students, hearing impaired students, deaf/blind students, and preschoolers with various disabilities. The program also provides outreach services to daycares and homes, as well as occupational, physical, and speech therapy services. About 200 students receive services by this program; of which, 66 percent are FCPS students. Total revenues were $5,548,596 and were $136,944 less than budgeted. This amount represents a reduction in the localities' contributions due to the distribution of the FY 2019 surplus of $166,885, as well as positive variances in interest earnings, tuition payments, and revenue from other localities of $29,942. Expenditure savings of$787,486 were realized throughout the year. The residual surplus is $517,428, which the localities will receive credit in FY 2021. The residual surplus is the result of vacancy and turnover savings in personnel and services, materials, and supplies due to COVID-19 school closures. The NREP textbook fund concluded the year with a fund balance of $10,115. The fund balance is accumulated over time and is assigned to future disbursements driven by textbook adoption requirements. Sources of Funds 2% Uses of Funds 1% Billings to School 5%� Instruction Operating Fund 01AAdministration Billings to Other School Divisions Operations& State&Other Maintenance Other 1638 72 Frederick County Public Schools Northwestern Regional Educational Programs (NREP) Funds Year Ended June 30,2020 [a] [b] [c] [d] [e] 2019-20 Variance 2017-18 2018-19 Adjusted 2019-20 from OPERATING FUND Actual Actual Budget Actual Adj.Budget Beginning Balance at July 1 $ 315,243 $ 453,144 $ 300,000 $ 166,885 $ (133,115) REVENUES: [1] Interest $ 11,010 $ 13,832 $ - $ 3,472 $ 3,472 [2] Tuition 7,967 5,640 - 4,080 4,080 [3] Revenue from Commonwealth 39,444 26,000 26,000 26,000 - [4] Revenue from Other Localities - 25,680 - 22,390 22,390 [5] Local Funds--Frederick County, - - - - - Winchester City,and Clarke County 4,849,322 4,780,015 5,659,540 5,492,655 (166,885) [6] TOTAL REVENUES $ 4,907,743 $ 4,851,167 $ 5,685,540 $ 5,548,596 $ (136,944) EXPENDITURES: [7] Instruction $ 3,891,592 $ 4,244,065 $ 4,704,981 $ 4,282,245 $ 422,736 [8] Administration,Attendance&Health 202,805 210,356 240,443 239,946 497 [9] Pupil Transportation Services 5,858 4,795 5,000 3,345 1,655 [10] Operations and Maintenance 615,054 622,542 650,978 593,934 57,044 [11] Food Services - - - - - [12] Fund Transfers/Contingency - - 300,000 - 300,000 [13] Technology 54,532 55,669 84,138 78,584 5,555 [14] TOTAL EXPENDITURES $ 4,769,842 $ 5,137,426 $ 5,985,540 $ 5,198,054 $ 787,486 [15] Ending Balance at June 30 $ 453,144 $ 166,885 $ - $ 517,428 [16] Balance Committed $ 453,144 $ 166,885 $ 517,428 TEXTBOOK FUND Balance at July 1 $ 63,010 $ 49,524 $ 40,000 $ 40,255 $ 255 REVENUES: [1] Interest $ 665 $ 758 $ - $ 201 $ 201 [2] Transfers from NREP Operating Fund - - - - [3] TOTAL REVENUES $ 665 $ 758 $ - $ 201 $ 201 EXPENDITURES: [4] Payments for Textbooks $ - $ 10,027 $ 40,000 $ 26,738 $ 13,262 [5] Payments for Technology Software/Devices 14,151 - - 3,602 (3,602) [6] TOTAL EXPENDITURES $ 14,151 $ 10,027 $ 40,000 $ 30,341 $ 9,659 Balance at June 30 $ 49,524 $ 40,255 $ - $ 10,115 [7] Balance Committed $ 49,524 $ 40,255 $ 10,115 Numbers may not add correctly due to rounding. 1739 73 Private Purpose Funds The school division maintains a private-purpose endowment fund and a private-purpose income fund. The endowment fund activity includes contributions and management expenses associated with the principal or corpus. The income fund activity includes miscellaneous restricted donations, interest postings, disbursements, and fund transfers. Fund balances are brought forward each year into the next fiscal period. The fund balance at June 30, 2020, is comprised of the following: Private-Purpose Private-Purpose _ Endowment Balance _ Income Fund Balance Armstrong Foundation Scholarship $224,861 $ 16,105 Della Stine Scholarship $ 13,465 $ 1,229 Axalta Scholarship N/A $ 0 Clyde &Alfretta M. Logan Scholarship N/A $ 30,000 Millholland Scholarship N/A $ 5,000 Bright Futures Program N/A $216,049 Teacher of the Year N/A $ 11 FCPS101 N/A $ 1,159 Preschool Donations N/A $ 75,000 Total $238,326 $344,553 Private-Purpose Endowment Funds ➢ Armstrong Foundation Scholarship Fund—This fund accounts for funds provided by the Armstrong Foundation. Earnings are used to provide scholarships to deserving students of the Frederick County, Virginia schools. ➢ Della Stine Scholarship—This fund accounts for funds provided by a private donor. Earnings on fund assets may be used to provide a scholarship to a deserving student who attended Dowell J. Howard Learning Center. Private-Purpose Income Fund ➢ The Armstrong Foundation, Della Stine, Axalta, Clyde and Alfretta M. Logan, and Millholland Scholarship Funds are used for the restricted purpose of providing scholarships to students at the three Frederick County high schools. The two endowed funds are used to support the respective annual scholarship when interest income is insufficient. ➢ Bright Futures is a non-profit organization that helps schools connect student needs with resources that already exist in the community. Donated resources can be in the form of money, supplies, or time. ➢ The Teacher of the Year award is presented each year during convocation. The recipient receives a plaque, a ring featuring the school division's logo, a Chromebook, and a spending account to be used for instructional materials, supplies, or travel. ➢ FCPS101 is a community engagement program designed to provide community members an opportunity to learn more about FCPS operations, instructional, and administration services. Costs of this program are funded through private donations. ➢ The Preschool Donation is provided to support preschool program operational expenses. 1840 74 Frederick County Public Schools Private Purpose Funds Year Ended June 30, 2020 [a] [b] [c] [d] FY18-19 FY18-19 FY19-20 FY19-20 Private-Purpose Private-Purpose Private-Purpose Private-Purpose Endowment Income Endowment Income [1] Beginning Balance July 1 $ 238,326 $ 139,752 $ 238,326 $ 206,622 REVENUES: [2] Interest on Bank Accounts $ - $ 7,385 $ - $ 5,681 [3] Interest on Investments [4] Donations and Grants 118,282 228,184 [5] Transfers from Other Funds [6] Investment Earnings [7] TOTAL REVENUES $ - $ 125,667 $ - $ 233,865 EXPENDITURES: [8] Personnel $ - $ 10,617 $ - $ 11,201 [9] Scholarship Payments - 15,500 - 500 [10] Other Expenses - 5,306 - 8,424 [11] Other Operating Supplies - 261810 - 72,066 [12] Instructional Supplies - 563 - 3,067 [13] Technology Hardware - - - 676 [14] Transfers to Other Funds - - - - [15] TOTAL EXPENDITURES $ - $ 58,797 $ - $ 95,934 [16] Ending Balance June 30 $ 238,326 $ 206,622 $ 238,326 $ 344,553 [17] Balance Restricted $ 238,326 $ 206,622 $ 238,326 $ 344,553 Numbers may not add correctly due to rounding. 1941 75 Consolidated Services Fund The consolidated services fund accounts for the transaction activity associated with building services provided to county buildings and the Handley Regional Library, as well as vehicle services provided to the school division and outside agencies. The transportation facility is located on Route 522 south and is equipped for fleet maintenance and fueling services to support the school division, some county offices and departments, and volunteer fire and rescue stations. The facility operations include vehicle repairs, tire changing, washing and fueling, and inspections. The facility is staffed by heavy-duty and light-duty mechanics. Most of the service mechanics hold Automotive Service Excellence (ASE) certifications in their respective fields. Fleet services are billed to user agencies on a cost recovery basis. The charges are comprised of full recovery of all direct and indirect expenses associated with the service provided. FY 2020 revenues totaled $2,853,326, and expenses totaled $2,814,626. Revenues are over expenditures by $38,700 and are added to fund balance. Ending fund balance of $465,023 includes $398,260 inventory value at fiscal yearend. The residual $66,763 in fund balance is assigned and carried-forward to the next fiscal year to support consolidated services operation. Sources of Funds Uses of Funds Billings to School Operating Fund Personnel i ■Billings to Outside ■Operating Agencies 2o42 76 Frederick County Public Schools Consolidated Services Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] 2019-20 Variance 2017-18 2018-19 Adjusted 2019-20 from Actual Actual Budget Actual Adj. Budget Beginning Balance July 1 $ 333,598 $ 379,182 $ 438,152 $ 426,324 $ (11,828) [1] Revenue: [2] Building Services Billings to Regional Library Board 6,618 7,518 9,000 11,046 2,046 Billings to County Government 2,470 613 6,000 58 (5,942) Sub-total Building Services $ 9,088 $ 8,130 $ 15,000 $ 11,104 $ (3,896) [3] Vehicle Services Billings to FCPS $ 2,453,672 $ 2,609,433 $ 2,620,943 $ 2,461,009 $ (159,934) Billings to Outside Agencies 445,717 446,278 525,384 380,691 (144,692) Other Receipts 1,510 758 521 521 0 Sub-total Vehicle Services $ 2,900,898 $ 3,056,469 $ 3,146,848 $ 2,842,221 $ (304,627) [4] Transfers from School Operating Fund $ - $ - $ - $ - $ - [5] Prior Year Encumbrances $ - $ - $ - $ - $ - [6] Total Receipts $ 2,909,987 $ 3,064,599 $ 3,161,848 $ 2,853,326 $ (308,522) Total Receipts and Beginning Balance $ 3,243,585 $ 3,443,781 $ 3,600,000 $ 3,279,649 [7] Expenditures: [8] Building Services County Administration Building $ 2,470 $ 613 $ 6,000 $ 58 $ 5,942 Bowman Regional Library 6,618 7,518 11,377 11,046 331 Sub-total Building Services $ 9,088 $ 8,130 $ 17,377 $ 11,104 $ 6,273 [9] Vehicle Services Salaries $ 737,965 $ 770,090 $ 941,521 $ 807,137 $ 134,384 Fringe Benefits 234,299 249,953 321,405 301,527 19,878 Purchased Services 33,614 36,274 242,336 33,461 208,875 Other Charges 87,833 82,487 94,655 60,796 33,858 Materials and Supplies 1,754,803 1,870,524 1,982,706 1,600,600 382,106 Capital Outlay 6,800 - - - - Sub-total Vehicle Services $ 2,855,314 $ 3,009,327 $ 3,582,623 $ 2,803,521 $ 779,101 [10] Total Expenditures $ 2,864,403 $ 3,017,458 $ 3,600,000 $ 2,814,626 $ 785,374 [11] Revenues Over/(Under)Expenditures $ 45,584 $ 47,141 $ 38,700 [12] Ending Balance June 30 $ 379,182 $ 426,324 $ 465,023 [13] Balance Nonspendable, Inventory $ 367,788 $ 413,912 $ 398,260 [14] Balance Assigned $ 11,394 $ 12,412 $ 66,763 Numbers may not add correctly due to rounding. 2143 77 Insurance Reserve Fund The insurance reserve fund accounts for premiums received and health claims and health clinic activities paid for participating employees. The fund balance is generated from medical and dental premiums paid by the school system and employees exceeding insurance carrier payments for those claims. Likewise, the fund balance could decrease for claims and activities exceeding premiums collected. A range for projected claims expense and health care utilization is prepared by the insurance carrier. Premiums are set within the projected range. The health insurance program provided coverage for just over 1,800 FCPS employees and retirees plus their dependents. The program includes two medical plan options, one vision, and one dental plan—all provided by Anthem. The two medical plan options are known as KeyCare 25 and the Health Savings Account (HSA). Beginning school year 2020-21, participating employees and their dependents will have access to the new on-site health care clinic provided through partnership with Care Team, LLC. The on-site health clinic is located on Amherst Street in Winchester, designed to improve employee access to convenient health care services while decreasing time away from work. Column [e] shows the current year activity compared to expected and maximum levels shown in columns [c] and [d]. Medical and dental claims, affordable care act, on-site health clinic startup, and other expenses for FY 2020 were$18,548,231, below the expected level of$20,969,394. The insurance reserve fund fiscal year- end balance increased by$3,270,044 to an ending balance of$10,162,718. The fund balance equates to six months of projected claims activity. The fund balance is assigned to support future health claims. Columns [f] and [g] provide a range of activity projected for FY 2021. Overall, the fund needs to support about $20.5 million in expected insurance claims and health care clinic activities for the FY 2021. It is important to maintain a fund balance sufficient to support claims that exceed expectations. Sources of Funds Uses of Funds ■Employer Premiums Health Care Claims ■Employee Premiums Dental Claims ■NREP Premiums/Other Ending Fund Balance ■Beginning Fund Equity Reserve 2244 78 Frederick County Public Schools Insurance Reserve Fund Year Ended June 30,2020 [a] [b] [c] [d] [e] [f] [g] Maximum Maximum Expected Claim Expected Claim Actual Actual Activity Liability Actual Activity Liability 2017-18 2018-19 2019-20 2019-20 2019-20 2020-21 2020-21 [1] Beginning Balance July 1 $ 2,517,960 $ 2,476,552 $ 6,892,674 $ 6,892,674 $ 6,892,674 $ 10,162,718 $ 10,162,718 [1] Revenues: [2] Interest on Bank Deposits $ 74,451 $ 153,500 $ 50,000 $ 50,000 $ 133,142 $ 100,000 $ 100,000 [2] [3] Health Insurance Premiums 19,314,034 21,181,107 21,850,000 21,850,000 21,685,134 21,917,000 21,917,000 [3] [4] Donations/Grants/Other 1,664 20 [4] [5] Total Revenues $ 19,390,149 $ 21,334,627 $ 21,900,000 $ 21,900,000 $ 21,818,275 $ 22,017,000 $ 22,017,000 [5] Expenditures: [6] Contracted Activities $ 77,301 $ 77,953 $ 90,000 $ 90,000 $ 79,641 $ 90,000 $ 90,000 [6] [7] Taxes&Fees 7,255 13,576 8,119 8,200 8,200 [7] [8] Lease of Building 2,850 22,800 22,800 [8] [9] Services&Supplies 5,474 (100) 35,000 605,801 605,801 [9] [10] Health Care Claims 18,222,080 15,787,404 19,629,394 24,536,743 17,366,185 18,426,080 21,189,992 [10] [11] Dental Claims 1,119,448 1,039,672 1,250,000 1,250,000 1,056,436 1,320,000 1,320,000 [11] [12] Total Expenditures $ 19,431,557 $ 16,918,505 $ 20,969,394 $ 25,876,743 $ 18,548,231 $ 20,472,881 $ 23,236,793 [12] [13] Revenues Over/(Under)Expenditures $ (41,408) $ 4,416,122 $ 930,606 $ (3,976,743) $ 3,270,044 $ 1,544,119 $ (1,219,793) [13] [14] Ending Balance June 30 $ 2,476,552 $ 6,892,674 $ 7,823,280 $ 2,915,932 $ 10,162,718 $ 11,706,837 $ 8,942,925 [14] Numbers may not add correctly due to rounding. 23 45 79 Frederick County Public Schools 1415 Amherst Street Post Office Box 3508 Winchester, Virginia 22604 540-662-3888 For more information, visit us as www.frederick.kl2.va.us 46 80 Owl COUNTY of FREDERICK Finance Department Cheryl B. Shiffler Director 540/665-5610 Fax: 540/667-0370 E-mail: cshiffle@fcva.us TO: Kris Tierney, County Administrator FROM: Cheryl B. Shiffler, Finance Director DATE: October 6, 2020 SUBJECT: Sheriff's Department Overtime At the May 2020 Finance Committee, the Sheriff requested a supplemental appropriation to cover the expected shortfall in overtime. Discussion at both the Finance Committee and Board of Supervisors meeting included why the department had such an increase in overtime from FY 18 to FY 20. Over the past several months, the Finance Department and the Sheriff's Department have worked on looking at time sheet codes and employee schedules to give an overview explaining the increase. Below is a chart that shows the categories that contributed to the increase in overtime from FY 18 to FY 20. The Finance Department could query timesheet codes for PTO, Holiday Pay and Special Assignment. Other classifications for Training, Community Events and Worker's Comp backfill had to be calculated and provided by the Sheriff's Department. Special OVERTIME Assignments Training 9% 12% Holiday Pay 9% Comm Events 6% Wrks Comp Backfill 39% 107 North Kent Street• Vy�Chester, Virginia 22601 4 81 Page 2 In looking forward, the current year could also experience a budget shortfall. The current Fiscal year has budgeted $700,000 for overtime with the first quarter of the year expending $238,757. It should be noted that the first quarter of last fiscal year was $341,203. Therefore,year to date expenditures for the first quarter reflect a decrease of $102,445. During this process,we have identified timesheet changes over the last few years that need continued discussion. All the discussions pertain to the Sheriff's contractual services to private organizations. This is referred to as Special Assignment in the Sheriff's Department. Discussion 1 Does the Board of Supervisors agree with the Sheriff's Department contracting with private entities to provide services such as traffic control and private security? Does the Board of Supervisors want to define special assignment duty? Discussion 2 If the Board supports the Sheriff contracting with private entities for traffic control and security,how will these services be billed and what costs (direct and in-direct)will be included in the hourly rate? Who maintains the contracts? Who reconciles the billing and receivables? Is there a minimum number of hours charged per assignment? Discussion 3 The timesheets have been calculated to pay special assignment hours for DUI, Church Traffic Control and security for Navy Federal at time and half and not use those hours towards total hours worked for FLSA overtime calculation. While I understand their thought process that those aren't county hours, the county continues to be the employer and subject to FLSA guidelines. This process needs to be further reviewed to assure that we are not in violation that could create a liability for the county in the future. It is my thought that overtime is based on hours worked and not the funding source. Discussion 4 Currently, an employee could be paid on the same day for special assignment hours and PTO hours. Again,the thought is that if an employee is taking PTO and wants to come in and work special assignment, they should have that opportunity. The hours used to calculate overtime include PTO hours. Is this an acceptable practice? Further discussion needs to take place at either a Committee or Board worksession. I request direction on how to continue these discussions. 48 82 BUDGET TRANSFERS SEPTEMBER 2020 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 9/10/2020 GENERAL ENGINEERING/ADMINISTRATION PURCHASE SOFTWARE 4201 5506 000 000 (2,000.00) GENERAL ENGINEERING/ADMINISTRATION 4201 5401 000 000 2,000.00 9/22/2020 FIRE AND RESCUE PURCHASE OF UTV EQUIPMENT 3505 5413 000 000 (16,297.00) FIRE AND RESCUE 3505 8005 000 000 16,297.00 9/24/2020 INFORMATION TECHNOLOGY INVOICE FROM DISYS BUDGETED IN DIFFERENT LINE ITEM 1220 5413 000 003 )20,760.00) INFORMATION TECHNOLOGY 1220 3010 000 000 20,760.00 9/24/2020 INFORMATION TECHNOLOGY TO COVER INVOICE BUDGETED IN DIFFERENT LINE ITEM 1220 5401 000 000 )132.00) INFORMATION TECHNOLOGY 1 1220190011 000 000 132.00 9/28/2020 FIRE AND RESCUE TO COVER SUPERION INVOICE PAYMENT 3505 5413 000 000 (392.99) FIRE AND RESCUE 3505 3005 000 000 392.99 10/5/2020 AGRICULTURE ADDITIONAL FUNDS FOR STORAGE FACILITY RENTAL INCREASE 8301 5401 000 000 (36.00) AGRICULTURE 8301 9002 000 000 36.00 49 83 County of Frederick General Fund September 30,2020 ASSETS FY21 FY20 Increase 9/30/20 9/30/19 (Decrease) Cash and Cash Equivalents 60,931,451.99 52,750,869.27 8,180,582.72 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: Receivable Arrears Pay Deferred 453,894.94 515,045.66 (61,150.72) *B Taxes,Commonwealth,Reimb.P/P 57,163,025.90 55,283,723.16 1,879,302.74 Streetlights 11,843.97 11,362.76 481.21 Miscellaneous Charges 43,625.05 211,666.30 (168,041.25) Due from Fred.Co.San.Auth. 657,083.23 657,083.23 0.00 Prepaid Postage 395.45 4,974.82 (4,579.37) GL controls(est.rev/est.exp) (5,817,396.46) (9,065,919.23) 3,248,522.77 (1)Attached TOTAL ASSETS 113,445,479.07 100,370,360.97 13,075,118.10 LIABILITIES Accrued Wages Payable 1,532,417.87 1,439,785.27 92,632.60 "B Retainage Payable 60,658.15 91,663.30 (31,005.15) Performance Bonds Payable 635,318.75 904,762.35 (269,443.60) Taxes Collected in Advance 186,907.53 138,897.87 48,009.66 Deferred Revenue 57,224,041.35 55,503,036.89 1,721,004.46 "C TOTAL LIABILITIES 59,639,343.65 58,078,145.68 1,561,197.97 EQUITY Fund Balance Reserved: Encumbrance General Fund 1,237,339.16 818,373.19 418,965.97 (2)Attached Conservation Easement 4,779.85 4,779.85 0.00 Peg Grant 457,784.03 371,751.60 86,032.43 Prepaid Items 949.63 949.63 0.00 Advances 657,083.23 657,083.23 0.00 Employee Benefits 0.00 0.00 0.00 Courthouse Fees 487,960.80 453,620.55 34,340.25 Historical Markers 0.00 0.00 0.00 Reserve For Capital 0.00 70,840.00 (70,840.00) Animal Shelter 1,214,020.42 1,181,179.07 32,841.35 Sheriffs Reserve 1,000.00 1,000.00 0.00 Proffers 4,085,258.38 6,413,097.26 (2,327,838.88) (3)Attached Parks Reserve 20,280.06 17,174.06 3,106.00 E-Summons Funds 199,481.85 167,905.08 31,576.77 VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance 45,003,928.01 31,698,191.77 13,305,736.24 (4)Attached TOTAL EQUITY 53,806,135.42 42,292,215.29 11,513,920.13 TOTAL LIAB.&EQUITY 113,445,479.07 100,370,360.97 13,075,118.10 NOTES: *A Cash increase includes a decrease in revenue,expenditures,transfers and an increase in fund balance(refer to the comparative statement of revenues,expenditures,transfers,and change in fund balance). "B Frederick County has converted to an arrears payroll schedule. "C Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags,and motor vehicle registration fees. 50 84 BALANCE SHEET (1)GL Controls FY21 FY20 Inc/(Decrease Estimated Revenue 197,519,484 192,727,309 4,792,175 Appropriations (87,658,831) (86,907,781) (751,050 Est.Transfers to Other Funds (116,915,389) (115,703,820) (1,211,569 Encumbrances 1,237,339 818,373 418,966 (5,817,396) (9,065,919) 3,248,523 (2)General Fund Purchase Order Balance 9/30/20 Amount Commissioner of the Revenue 7,781.49 Furniture County Office Buildings 13,915.00 Bowman Library BAS Upgrade Control 37,450.00 Touchless Faucets&Flush Values/All County Buildings 13,491.04 Touchless Soap&Paper Towel Dispensers/All County Buildings Fire and Rescue 57,177.00 Uniforms 1,067.00 Balance on(1)Continental Washer/Extractor 12,452.62 Quarterly Air Testing and Annual Compressor Maintenance 19,919.00 Scott Respirator Adapters and Filters 36,699.70 Pump,Hose,and Gound Ladder Testing 11,577.34 Truid Key Hose W/Shut Off 43,994.00 Kappler Gowns 23,729.63 3M 8511 Respirators 5,710.00 UTV Fire Suppression Skid Unit 7,094.00 Leonard Custom Cargo Trailer IT 59,700.00 Think Pad,System Imaging,LENOVO Dock 11,279.00 GPS Software 331,794.77 PSB Security Cameras,AS Video Intercom,Round Hill Access Control Cards 124,220.00 Think Pads,Imaging Laptop Configuration MIS 44,505.00 Think Pad Docking Station and(2)Laptops Parks and Recreation 35,456.00 Outdoor Fitness Equipment Clearbrook Park 4,886.92 Ballfield Diamond Mix 67,986.72 Bowman Lake Trail Project Public Works 9,687.00 Software Upgrade to Enable Remote Performance of County and State Inspection Requirements Sheriff 7,809.80 Ammunition 11,110.82 (19)Body Armor Vests with(4)Carriers 59,438.38 (132)Striker Advanced Combat Helmets 17,608.94 Net Motion VPN Upgrade Licenses/Subscription 53,264.66 2020 Transit 350 Passenger Van 7,048.83 (1)Mobile Radio fortransit passenger Van Treasurer 6,250.50 Envelopes 93,234.00 (3)Mail Folders/Inserters Total 1,237,339.16 Designated (3)Proffer Information Other SCHOOLS PARKS FIRE&RESCUE Projects TOTAL Balance 9/30/20 1,039,211.95 261,023.70 749,574.47 2 448.261 4,085,258.38 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.lmp. 10,000.00 Rt.50 Rezoning 25,000.00 Rt.656&657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 122,557.00 Solid Waste 12,000.00 Stop Lights 52,445.00 Treasurer 700.00 Freedom Manor Transportation 4,250.00 BPG Properties/Rt.11 Corridor 330,000.00 Blackburn Rezoning 452,745.00 Clearbrook Bus.Ctr.Rezoning 2,500.00 Total 2,035,448.26 Other Proffers 9/30/20 (4)Fund Balance Adjusted Beginning Balance 9/20 50,806,327.04 Revenue 9/20 18,060,560.39 Expenditures 9/20 (22,074,157.95) Transfers 9/20 (1,788,801.47) Ending Balance 9/20 45,003,928.01 51 85 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance September 30,2020 FY21 FY20 YTD REVENUES: 9/30/20 9/30/19 Actual Appropriated Actual Actual Variance General Property Taxes 135,657,816.00 6,582,895.29 5,111,845.09 1,471,050.20 (1) Other local taxes 39,705,976.00 4,449,496.10 4,578,323.81 (128,827.71) (2) Permits&Privilege fees 2,266,235.00 592,776.29 626,771.65 (33,995.36) (3) Revenue from use of money and property 1,395,998.80 117,433.72 578,024.85 (460,591.13) (4) Charges for Services 3,498,694.00 383,830.33 725,269.45 (341,439.12) Miscellaneous 542,972.29 50,004.26 85,425.65 (35,421.39) Recovered Costs 1,910,958.00 482,864.51 249,269.62 233,594.89 (5) Proffers 354,472.15 432,264.79 (77,792.64) (5) Intergovernmental: Commonwealth 12,383,359.00 5,035,068.57 5,098,787.11 (63,718.54) (6) Federal 157,474.73 11,719.17 19,337.85 (7,618.68) (7) Insurance Recoveries 0.00 0.00 7,703.11 (7,703.11) Transfer from Co.Capital Fd.(BOS FD) 0.00 0.00 2,166,516.18 (2,166,516.18) TOTAL REVENUES 197,519,483.82 18,060,560.39 19,679,539.16 (1,618,978.77) EXPENDITURES: General Administration 14,794,466.07 5,189,889.45 7,227,395.92 (2,037,506.47) Judicial Administration 3,138,849.42 614,195.47 745,925.50 (131,730.03) Public Safety 43,390,395.30 10,681,528.15 10,820,350.08 (138,821.93) Public Works 6,297,319.56 1,379,204.55 1,051,850.71 327,353.84 Health and Welfare 11,203,633.00 2,321,181.60 2,286,520.51 34,661.09 Education 81,308.00 20,327.00 20,327.00 0.00 Parks, Recreation, Culture 7,800,750.63 1,500,280.63 2,128,868.26 (628,587.63) Community Development 2,233,723.91 367,551.10 362,392.43 5,158.67 TOTAL EXPENDITURES 88,940,445.89 22,074,157.95 24,643,630.41 (2,569,472.46) (8) OTHER FINANCING SOURCES( USES): Operating transfers from/to 115,633,773.55 1,788,801.47 7,542,018.27 (5,753,216.80) (9) Excess(deficiency)of revenues&other sources over expenditures &other uses (7,054,735.62) (5,802,399.03) (12,506,109.52) (6,703,710.49) Fund Balance per General Ledger 50,806,327.04 44,204,301.29 6,602,025.75 Fund Balance Adjusted to reflect 45,003,928.01 31,698,191.77 13,305,736.24 Income Statement 9/30/20 52 86 (1)General Property Taxes FY21 FY20 Increase/Decrease Real Estate Taxes 2,328,672 1,939,820 388,852 Public Services - (634) 634 Personal Property 3,883,367 2,867,456 1,015,912 Penalties and Interest 226,648 173,239 53,409 Credit Card Chgs./Delinq.Advertising (14,094) (17,905) 3,811 Adm.Fees For Liens&Distress 158,302 149,870 8,432 6,582,895 5,111,845 1,471,050 (2)Other Local Taxes Local Sales Tax 1,417,136.00 1,310,705.21 106,430.79 Communications Sales Tax 87,068.72 96,172.02 (9,103.30) Utility Taxes 514,079.58 634,634.30 (120,554.72) Business Licenses 664,378.43 821,303.43 (156,925.00) �1 Auto Rental Tax 29,608.30 29,150.06 458.24 Motor Vehicle Licenses Fees 113,654.93 98,453.77 15,201.16 Recordation Taxes 700,154.43 593,007.18 107,147.25 Meals Tax 798,224.96 833,379.64 (35,154.68) Lodging Tax 124,864.60 161,194.21 (36,329.61) Street Lights 236.15 263.99 (27.84) Star Fort Fees 90.00 60.00 30.00 Total 4,449,496.10 4,578,323.81 (128,827.71) (3)Permits&Privileges Dog Licenses 14,107.00 15,071.00 (964.00) Transfer Fees 1,133.10 955.80 177.30 Development Review Fees 92,788.50 98,369.00 (5,580.50) Building Permits 343,465.52 370,972.09 (27,506.57) 2%State Fees 8,331.17 8,973.76 (642.59) Electrical Permits 31,450.00 44,430.00 (12,980.00) Plumbing Permits 4,461.00 12,957.00 (8,496.00) Mechanical Permits 40,793.00 20,778.00 20,015.00 Sign Permits 1,050.00 2,700.00 (1,650.00) Blasting Permits 430.00 105.00 325.00 Institutional Inspections Permit 200.00 - 200.00 Land Disturbance Permits 54,567.00 51,460.00 3,107.00 Total 592,776.29 626,771.65 (33,995.36) (4)Revenue from use of Money 56,018.35 561,374.94 (505,356.59) �2 Property 61,415.37 16,649.91 44,765.46 Total 117,433.72 578,024.85 (460,591.13) *1 Previous year increased assessments and forced collections. *2 Difference is due to lower interest rates. 53 87 (5)Recovered Costs FY21 FY20 Increase/Decrease 9/30/2020 9/30/2019 Recovered Costs Social Services 19,736.55 19,961.77 (225.22) Purchasing Card Rebate 180,864.99 - 180,864.99 *1 Recovered Cost Fire Companies 74,999.00 74,999.00 - Recovered Costs Sheriff 48,985.00 15,250.00 33,735.00 Reimbursement Circuit Court 2,136.31 2,258.24 (121.93) Reimb.Public Works/Planning Clean Up - 200.00 (200.00) Clarke County Container Fees 23,326.98 15,225.34 8,101.64 City of Winchester Container Fees 17,085.82 8,368.16 8,717.66 Refuse Disposal Fees 44,299.99 27,793.73 16,506.26 Recycling Revenue 9,901.00 3,992.98 5,908.02 Sheriff Restitution 123.85 97.53 26.32 Container Fees Bowman Library 396.89 433.73 (36.84) Restitution-Other - 3,000.00 (3,000.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 4,106.53 7,275.90 (3,169.37) Reimb.Task Force 18,437.18 23,815.88 (5,378.70) Comcast PEG Grant 21,980.00 22,424.00 (444.00) Fire School Programs 10,660.00 9,829.00 831.00 Clerks Reimbursement to County 3,079.28 2,440.72 638.56 Reimb.Sheriff 2,745.14 11,153.64 (8,408.50) Subtotal Recovered Costs 482,864.51 249,269.62 233,594.89 Proffer Redbud Run - 12,908.00 (12,908.00) Proffer Southern Hills 89,452.58 76,673.64 12,778.94 Proffer Snowden Bridge 213,959.57 249,392.85 (35,433.28) Proffer Cedar Meadows 48,810.00 34,167.00 14,643.00 Proffer Freedom Manor 2,250.00 250.00 2,000.00 Proffer The Village At Middletown - 58,873.30 (58,873.30) Subtotal Proffers 354,472.15 432,264.79 (77,792.64) Grand Total 837,336.66 681,534.41 155,802.25 *1 Timing of receipt of revenue in previous year. 54 88 (6)Commonwealth Revenue FY21 FY20 9/30/20 9/30/19 Increase/Decrease Motor Vehicle Carriers Tax 35,394.04 36,457.81 (1,063.77) Mobile Home Titling Tax 16,920.00 31,093.50 (14,173.50) Recordation Taxes - 118,725.64 (118,725.64) *1 P/P State Reimbursement 2,610,611.27 2,610,611.27 - State Noncateforical Funding 7,056.00 - 7,056.00 Shared Expenses Comm.Atty. 66,080.37 86,439.08 (20,358.71) Shared Expenses Sheriff 364,324.33 375,086.26 (10,761.93) Shared Expenses Comm.of Rev. 35,228.95 37,091.43 (1,862.48) Shared Expenses Treasurer 26,808.14 26,637.31 170.83 Shared Expenses Clerk 62,625.70 69,036.88 (6,411.18) Public Assistance Grants 1,211,074.88 1,190,254.18 20,820.70 Emergency Services Fire Program 286,630.00 273,930.00 12,700.00 DMV Grant Funding - 6,951.03 (6,951.03) Parks State Grants 69,351.58 - 69,351.58 State Grant Emergency Services 2,772.00 39,646.20 (36,874.20) Sheriff State Grants - 4,972.10 (4,972.10) JJC Grant Juvenile Justice 32,090.00 32,090.00 - Rent/Lease Payments 47,094.16 58,940.62 (11,846.46) Wireless 911 Grant 46,707.82 44,196.11 2,511.71 State Forfeited Asset Funds 1,749.78 4,639.81 (2,890.03) Victim Witness-Commonwealth Office 112,549.55 51,987.88 60,561.67 Total 5,035,068.57 5,098,787.11 (63,718.54) *1 Timing of receipt of revenue in current year. 55 89 County of Frederick General Fund September 30, 2020 (7) Federal Revenue FY21 FY20 Increase/Decrease Federal Forfeited Assets 5,349.82 - 5,349.82 Federal Funds Sheriff 6,369.35 19,337.85 (12,968.50) Total 11,719.17 19,337.85 (7,618.68) (8) Expenditures Expenditures decreased $2.6 million. General Administration decreased $2 million and reflects the purchase of Sunnyside Plaza for $2,104,371 in the previous year. Public Works increased $327,353.84 and includes $188,800.00 for the Albin Compactor Site. The Parks and Recreation decrease of$628,587.63 was impacted by the Clearbrook Park Parking Expansion Project and the Sherando Park Recreation Access Project in FY20. The transfers decreased $5,753,216.80. See chart below. (9)Transfers Decreased $5,753,216.80 FY21 FY20 Increase/Decrease Transfer to School Operating Fund 1,397,457.67 225,545.15 1,171,912.52 *1 Transfer to Debt Service County 206,031.22 201,219.13 41812.09 *2 Operational Transfers 185,312.58 115,253.99 70,058.59 *3 Reserve for Capital - 1 7,000,000.00 (7,000,000.00) Total 1,788,801.47 1 7,542,018.27 (5,753,216.80) *1 School Operating FY21 was$1,397,457.67 C/F Encumbrances and $225,545.15 FY20 C/F Encumbrances. *2 Payments include the Bowman Library and the City of Winchester for Courtroom, Roof,and HVAC Projects. *3 Timing of Insurance Charge Outs. 56 90 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER September 30, 2020 ASSETS FY21 FY20 Increase 9/30/20 9/30/19 (Decrease) Cash 10,152,348.47 10,645,448.61 (493,100.14) *1 Receivable Arrears Pay Deferred 124,819.48 137,287.76 (12,468.28) Receivables Other 0.00 0.00 0.00 GL controls(est.rev/est.exp) (1,425,814.00) (2,048,036.07) 622,222.07 TOTAL ASSETS 8,851,353.95 8,734,700.30 116,653.65 LIABILITIES Accrued Wages Payable 440,238.90 425,780.15 14,458.75 Accrued Operating Reserve Costs 2,679,115.00 2,614,497.00 64,618.00 TOTAL LIABILITIES 3,119,353.90 3,040,277.15 79,076.75 EQUITY Fund Balance Reserved Encumbrances 41,523.56 127,067.02 (85,543.46) Undesignated Fund Balance 5,690,476.49 5,567,356.13 123,120.36 *2 TOTAL EQUITY 5,732,000.05 5,694,423.15 37,576.90 TOTAL LIABILITY & EQUITY 8,851,353.95 8,734,700.30 116,653.65 NOTES: *1 Cash decreased $493,100.14. Refer to the following page for comparative statement of revenues expenditures and changes in fund balance. *2 Fund balance increased $123,120.36. The beginning balance was $6,695,415.04 and includes adjusting entries, budget controls FY21($1,441,534.00) and the year to date revenue less expenditures $436,595.45. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing: 19,424.22 Compensation Board Reimbursement 9/20 500,392.54 Total 519,816.76 57 91 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance September 30, 2020 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21 FY20 REVENUES: 9/30/20 9/30/19 YTD Actual Appropriated Actual Actual Variance Credit Card Probation - 140.01 122.76 17.25 Interest 100,000.00 - - - Supervision Fees 87,376.00 8,332.50 11,715.00 (3,382.50) Drug Testing Fees 1,000.00 - - - Work Release Fees 380,000.00 39,207.00 67,543.29 (28,336.29) Prisoner Fees From Other Localities 0.00 79.32 Federal Bureau Of Prisons 0.00 0.00 935.00 (935.00) Local Contributions 7,706,061.00 3,263,766.75 3,786,268.50 (522,501.75) Miscellaneous 14,000.00 3,753.15 3,441.04 312.11 Phone Commissions 600,000.00 38,216.60 35,293.64 2,922.96 Food &Staff Reimbursement 82,000.00 10,244.15 7,978.10 2,266.05 Elec.Monitoring Part.Fees 126,000.00 10,228.64 14,397.19 (4,168.55) Share of Jail Cost Commonwealth 1,275,000.00 0.00 0.00 0.00 Medical & Health Reimb. 58,000.00 5,799.27 8,770.15 (2,970.88) Shared Expenses CFW Jail 5,750,000.00 820,210.75 841,127.09 (20,916.34) State Grants 365,050.00 0.00 0.00 0.00 D.J.C.P. Grant 0.00 0.00 0.00 0.00 Local Offender Probation 247,933.00 0.00 0.00 0.00 Bond Proceeds 0.00 0.00 1,236,529.57 (1,236,529.57) Transfer From General Fund 5,520,958.00 1,380,239.50 1,267,884.50 112,355.00 TOTAL REVENUES 22,313,378.00 5,580,138.32 7,282,085.15 (1,701,867.51) EXPENDITURES: 23,780,715.56 5,143,542.87 5,105,078.47 38,464.40 Excess(Deficiency)of revenues over expenditures (1,467,337.56) 436,595.45 2,177,006.68 (1,740,411.23) FUND BALANCE PER GENERAL LEDGER 5,253,881.04 3,390,349.45 1,863,531.59 Fund Balance Adjusted To Reflect 5,690,476.49 5,567,356.13 123,120.36 Incomes Statement 9/30/2020 _ 58 92 County of Frederick Fund 12 Landfill September 30, 2020 FY21 FY20 Increase ASSETS 9/30/20 9/30/19 (Decrease) Cash 37,696,075.36 38,829,321.46 (1,133,246.10) Receivables: Accounts Receivable 6,584.62 24,905.02 (18,320.40) Fees 868,424.08 841,726.63 26,697.45 *1 Receivable Arrears Pay Deferred 21,520.06 28,291.11 (6,771.05) Allow.Uncollectible Fees (84,000.00) (84,000.00) 0.00 Fixed Assets 56,682,005.22 52,132,978.40 4,549,026.82 Accumulated Depreciation (35,591,828.07) (33,332,386.56) (2,259,441.51) GL controls(est.rev/est.exp) (2,665,927.00) (2,506,831.30) (159,095.70) TOTAL ASSETS 56,932,854.27 55,934,004.76 998,849.51 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay 195,919.35 175,948.75 19,970.60 Accrued Remediation Costs 14,012,177.36 13,590,045.91 422,131.45 *2 Deferred Revenue Misc.Charges 6,584.62 28,291.11 (21,706.49) Accrued Wages Payable 57,529.70 55,847.62 1,682.08 TOTAL LIABILITIES 14,272,211.03 13,850,133.39 420,395.56 EQUITY Fund Balance Reserved: Encumbrances 5,771.00 1,083,271.00 (1,077,500.00) *3 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 32,796,430.24 31,142,158.37 1,654,271.87 *4 TOTAL EQUITY 42,660,643.24 42,083,871.37 576,771.87 TOTAL LIABILITY AND EQUITY 56,932,854.27 55,934,004.76 998,849.51 NOTES: *1 Landfill receivables decreased$18,320.40. Landfill fees at 9/20 were$682,004.24 compared to$625,939.81 at 9/19 for an increase of$56,064.43. Delinquent fees at 9/20 were$234,758.13 compared to$237,144.86 at 9/19 for a decrease of$2,386.73. *2 Remediation increased$422,131.45 that includes$316,375.00 for post closure and$105,756.45 in interest. *3 The encumbrance balance at 9/30/20 was$5,771.00 for a blower. *4 Fund balance increased$1,654,271.87. The beginning balance was$34,554,088.65 and includes adjusting entries,budget controls for FY21 ($1,273,430.00),C/F($1,327,298.00),and$843,069.59 for year to date revenue less expenses. 59 93 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance September 30, 2020 FUND 12 LANDFILL FY21 FY20 YTD REVENUES 9/30/20 9/30/19 Actual Appropriated Actual Actual Variance Credit Card Charges 0.00 1,015.16 1,822.63 (807.47) Interest on Bank Deposits 300,000.00 3,541.50 31,514.87 (27,973.37) Salvage and Surplus 110,000.00 37,623.50 33,747.30 3,876.20 Sanitary Landfill Fees 7,268,650.00 1,777,132.69 1,752,877.52 24,255.17 Charges to County 0.00 180,544.45 160,042.50 20,501.95 Charges to Winchester 0.00 53,511.70 41,003.95 12,507.75 Tire Recycling 181,640.00 98,588.38 77,874.32 20,714.06 Reg.Recycling Electronics 80,000.00 6,505.00 14,374.00 (7,869.00) Greenhouse Gas Credit Sales 10,000.00 0.00 3,200.00 (3,200.00) Miscellaneous 0.00 0.00 105.00 (105.00) Renewable Energy Credits 55,714.00 6,269.90 18,757.10 (12,487.20) Landfill Gas To Electricity 367,920.00 66,047.99 53,833.82 12,214.17 Insurance Recoveries 0.00 0.00 0.00 0.00 TOTAL REVENUES 8,373,924.00 2,230,780.27 2,189,153.01 41,627.26 Operating Expenditures 5,840,465.00 818,406.63 882,520.48 (64,113.85) Capital Expenditures 5,205,157.00 569,304.05 371,787.27 197,516.78 TOTAL Expenditures 11,045,622.00 1,387,710.68 1,254,307.75 133,402.93 Excess(defiency)of revenue over expenditures (2,671,698.00) 843,069.59 934,845.26 (91,775.67) Fund Balance Per General Ledger 31,953,360.65 30,207,313.11 1,746,047.54 FUND BALANCE ADJUSTED 32,796,430.24 31,142,158.37 1,654,271.87 60 94 County of Frederick,VA Report on Unreserved Fund Balance October 7,2020 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 (376,014) Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) (567,425) Fund Balance,October 7,2020 50,806,327 61 95 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Consent Agenda - Roll Call Vote Required Title: Request from the Commissioner of the Revenue for Refunds and Supplemental Appropriations 1. CAB East LLC — $5,945.24 2. Toyota Lease Trust — $7,638.21 Attachments: BOS 10-28-20Refunds.pdf 96 COUNTY OF FREDERICK Roderick B.Williams County Attorney 540/722-8383 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: October 20, 2020 RE: Commissioner of Revenue Refund Requests Attached, for the Board's review, are requests to authorize the Treasurer to credit the following entities: 1. CAB East LLC — $5,945.24 2. Toyota Lease Trust— $7,638.21 Attachments 107 North Kent Street • Winchester, Virginia 22601 97 COUNTY OF FREDERICK Roderick B.Williams w County Attorney w 540/722-8383 1736 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Seth T. Thatcher, Commissioner of the Revenue Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: October 20, 2020 RE: Refund—CAB East LLC I am in receipt of the Commissioner's request, dated October 6, 2020, to authorize the Treasurer to refund CAB East LLC the amount of$5,945.24, for personal property taxes from 2017 through 2020 and vehicle license fees from 2017 through 2020. This refund resulted from normal proration of vehicle taxes where vehicles financed by this company were either sold or moved from this locality. The Commissioner verified that documentation and details for this refund meet all requirements. Pursuant to the provisions of Section 58.1-3981(A) of the Code of Virginia(1950, as amended), I hereby note my consent to the proposed action. The Board of Supervisors will also need to act on the request for approval of a supplemental appropriation, as indicated in the Commissioner's memorandum. Attachment 107 North Kent Street • Winchester, Virginia 22601 98 ,f reberick wuntp, 'Virginia OFFICE OF COMMISSIONER OF THE REVENUE °. 107 North Kent Street P.O.Box 552 FF*Pxtr Winchester VA 22601 Winchester VA 22604-0552 seth.thatcher(cDfcva.us www.fcva.us/cor SETH T.THATCHER Phone: 540-665-5681 COMMISSIONER Fax: 540-667-6487 October 6, 2020 TO: Rod Williams, County Attorney Cheryl Shiffler, Finance Director Frederick County Board of Supervisors Kris Tierney, County Administrator FROM: Seth T. Thatcher, Commissioner of the Revenue RE: Exoneration - Cab East LLC Please approve a refund of$5,945.24 for exoneration of vehicle personal property taxes and vehicle license fees for 2017 through 2020 in the name of Cab East LLC. Vehicles of the various individuals leased through Cab East LLC were either sold or moved out during this period and are the result of normal proration. To comply with the requirements for the Treasurer to issue this refund, Board action is required. The Commissioner's staff has verified all required data, and the paperwork is in the care of the Commissioner of the Revenue. Please also approve a supplemental appropriation for the Finance Director on this request. Exoneration is $5,945.24. 99 Date: 9/29/20 Cash Register: COUNTY OF FREDERICK Time: 10:14:36 Cashier: jjNMMj11W� Total Transactions: 204 Customer Name: CAB EAST LLC Customer Transactions; 21 ---------------tis-----======---====----===____ Options: 2=Edit 4=Delete S=View 7�� nTr nT+ Trane y amnnnr DA;.; PP2017 .1 00080930025 $615.40- $.00 $615.40- PP2017 2 00080930026 $615.40- $.00 $615.40- PP2010 3 00083250003 $582.60- $.00 $582.60- PP2018 4 00083250004 $582.59- $.00 $582 59- / f PP2019 5 00775450001 $500.58- $.00 $500.58- PP2019 6 00775450002 $500.58- $.00 $500.58- PP2019 00775450022 $47.89- $.00 $47.89- PP2020 00085600001 427.OB- $.00 $427.08- _ PP2020 00085600002 $427.07- $.00 $427.07- PP2020 10 00085600003 $87.68- $.00 $B7.6B- PP2020 11 00085600011 $43.84- $.00 $43.84- _ PP2020 12 00065600012 $263.05- $.00 $263.05- Multiple Pages Total Paid : $5,945.24 F3=Exit F14=Show Map# F15-Show Balance FIB=Sart-Entered F21=CmdLine F20=Attach Date: 9/29120 C_sh Register: COUNTY OF FREDERICK Time: 10:14:36 Cashier: 11110010� Total Transactions: 204 Customer Name: CAB EAST LLC Customer Transactions: 21 Options: 2=Edit 4=Delete S=View lis-UL Tran mirror Nn Tav amnnnr ac alr�lint ___amnnnr Pa ie3 .� PP2020 13 00065600019 $71.54- $.00 $71.54- - PP202C 14 00085600026 $235.41- $.00 $235.41- PP2020 15 00085600052 $597.76- $.00 $597.70- PF2020 16 00085600071 $35.25- $.00 $35.25- PP2020 17 00085600072 $211.50- $.00 $211.50- e�1 VL2011 18 00114970001 $25.00- $.00 $25.00- VL2018 19 01154050001 $25.00- .00- VL2019 20 01081040001 $25.00- $.00 $25.00- VL2020 21 04000020001 $25.00- $.00 $25.00- Multiple Pages Total Paid S5,9ai 7, F3=E__it F14-Show Map# F15=Sho:r Balance F18=Sort-Entered F21=CmdL1ne F20=Attach COUNTY OF FREDERICK Roderick B.Williams w County Attorney w 540/722-8383 1736 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Seth T. Thatcher, Commissioner of the Revenue Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: October 20, 2020 RE: Refund—Toyota Lease Trust I am in receipt of the Commissioner's request, dated October 6, 2020, to authorize the Treasurer to refund Toyota Lease Trust the amount of$7,638.21, for personal property taxes from 2017 through 2020 and vehicle license fees for 2019 and 2020. This refund resulted from normal proration of vehicle taxes where vehicles financed by this company were either sold or moved from this locality. The Commissioner verified that documentation and details for this refund meet all requirements. Pursuant to the provisions of Section 58.1-3981(A) of the Code of Virginia(1950, as amended), I hereby note my consent to the proposed action. The Board of Supervisors will also need to act on the request for approval of a supplemental appropriation, as indicated in the Commissioner's memorandum. Attachment 107 North Kent Street • Winchester, Virginia 22601 101 ,f reberick wuntp, 'Virginia OFFICE OF COMMISSIONER OF THE REVENUE °. 107 North Kent Street P.O.Box 552 FF*Pxtr Winchester VA 22601 Winchester VA 22604-0552 seth.thatcher(cDfcva.us www.fcva.us/cor SETH T.THATCHER Phone: 540-665-5681 COMMISSIONER Fax: 540-667-6487 October 6, 2020 TO: Rod Williams, County Attorney Cheryl Shiffler, Finance Director Frederick County Board of Supervisors Kris Tierney, County Administrator FROM: Seth T. Thatcher, Commissioner of the Revenue RE: Exoneration - Toyota Lease Trust Please approve a refund of$7,638.21 for exoneration of vehicle personal property taxes for 2017 through 2020 and vehicle license fees for 2019 and 2020 in the name of Toyota Lease Trust. Vehicles of the various individuals leased through Toyota were either sold or moved out during this period and are the result of normal proration. To comply with the requirements for the Treasurer to issue this refund, Board action is required. The Commissioner's staff has verified all required data, and the paperwork is in the care of the Commissioner of the Revenue. Please also approve a supplemental appropriation for the Finance Director on this request. Exoneration is $7,638.21. 102 Date: 9/29/20 Cash Register: COUNTY OF FREDERICK Time: 10:22:31 co Cashier: Total Transactions: 204 C) Customer Name: TOYOTA LEASE TRUST Customer Transactions: 27 r _ --------______-------- t Options: 2=Edit 4=Delete 5=Vie[! ;L napl Trnr¢ anAL1 r RAJA PP2017 1 00595480118 $133.58- $.00 $133.5B- PP2018 00615660n80 $96.71- $.00 $96.71- e PP2019 3 01317080021 $85.44- $13.24- $96.68- ----222019 96.68-- Ppm i 1317080139 $57.50- $.00 $57.50- PP2C20 5 00637920009 $290.79- $.00 $290.79- PP2020 : 0063792001C $436.18- $.00 $436.18- PP2020 7 D0637920013 $300.16- $.00 $300.16- _ PP2020 B 00637920014 $300.15- $.00 $300.15- - PP2020 9 00637920023 $200.62- $.00 $200.62- _ PP2020 10 00637920024 $300.93- $.OD $300.93- PF2020 11 00637920029 $28.45- $.00 $28.45- PP2020 12 04637920030 $170.fi8- $.00 $170.6B- Multiple Pages Total Paid $7,638.21 F3=Exit F14=Show Map# F15=Sho❑ Balance F18=Sort-Entered F21=CmdLine F20=Attach Date: 9/29/20 Cash Register: COUNTY OF FREDERICK Time: 10:22:31 Cashier: � Total Transactions: 204 Customer Name: TOYOTA LEASE TRUST Customer Transactions: 27 Options: 2=Edit 4=Delete 5-view ARL ZA6P±_ T-13 ATi Qkj1 nr..... ...._��-=nm.,..•�___= c7ryiT••+ PP2020 13 00637920032 ,v$447.12- $.DO ^„$447.12- PP2020 14 00637920048 $356.81- $.00 $356.81- PP2020 15 00637920056 $324.00- $.Ou $324.00- PP2020 16 00637920060 $397.91- $.00 $397.31- PP2020 17 00637920104 $577.13- $.00 $577.13- PP2020 1B 00637920146 $356.81- $.CO $356.81- PP2020 19 00637920152 $486.61- $.DO $486.61- PP2020 20 00637920163 $507.26- $.00 $507.26- PP2020 21 00637920164 $608.71- $.00 $60B.71- PP2020 22 00637920168 $402.98- $.00 $402.98- PP2020 23 00637920197 $273.38- $.00 $273.38- " d°� • . PP2020 24 00637920198 $410.06- $.DO $410.06- d Multiple Pages Total Paid : $7,638.21 F3-E::it F14-Shots Map# FIB-Show Balance F18=Sort-Entered F21=CmdLine F20=Attach Date: 9/29/20 cash Register: COUNTY OF Fr.EDSRICK Time: 10:22:31 Cashier: A Total Tranractions: 204 Customer Name: TOYOTA LEASE TRUST Customer Transactions: 27 Options: 2-Edit `4=Delete 5-view mpL jLvxL Franc y^i rYnr Him--=c--Ta am nnnr_ Pen e7}uf Tye yr�c+rrr VL2019 25 01833270D01 $25.00- $.00 $25.00- VL2019 26 OIB33060001 $25.00- S•00 25. n- VL2020 27 04763460001 $25.00- $.CO $25.00- Multiple Pages Total Paid : $7.638.21 F3=E:=1t F14=Show Map# F15-Show Balance F1B=Sort-Entered F21=CmdLine F20=Attach Booyd flppyovo I 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Consent Agenda - Roll Call Vote Required Title: Resolution of Appreciation Honoring Paul G. Anderson, Jr. Attachments: BOS10-28-20PaulAndersonResolution.pdf 104 RESOLUTION OF APPRECIATION HONORING THE SERVICE OF PAUL G. ANDERSON, JR. WHEREAS,Paul G.Anderson,Jr.,was appointed to the Winchester Airport Commission on August 22,1984; and WHEREAS,the General Assembly of Virginia did approve the Winchester Regional Airport Authority Act authorizing the governing bodies of the Counties of Clarke,Frederick,Shenandoah and Warren and the City of Winchester to create a Winchester Regional Airport Authority;and WHEREAS,on June 10,1987,the Frederick County Board of Supervisors resolved to participate fully in the operation of the Winchester Regional Airport Authority and appointed Paul G.Anderson,Jr.to serve on the Authority;and WHEREAS,Paul served on the Winchester Regional Airport Authority from June 1987 through July 1997 and again from February 2004 until June 2020,and was Chairman of the Authority for several years during these periods;and WHEREAS, during his tenure,Paul participated in development of the Airport Master Plan and oversaw extensive capital improvement projects including: • 1,000'runway extension project • Runway rehabilitation project • Airfield lighting upgrades • 61"T-hangar"units • 12,000 square foot corporate hangar • Instrument Landing System(ILS) • Automated Weather Observation System(AWOS) • 200,000 square foot Aircraft parking apron • Airport maintenance facility • Taxiway relocation project • Several land acquisition projects WHEREAS,the Virginia Aviation Lifetime Achievement Award which recognizes the exceptional efforts made by members of the aviation community in the Commonwealth of Virginia was bestowed upon Paul in 1997;and NOW,THEREFORE BE IT RESOLVED,that the Frederick County Board of Supervisors extends its most sincere thanks and appreciation to Paul G.Anderson,Jr.,for his devotion to service and dependability and wishes him all the best in his fixture endeavors. BE IT FURTHER RESOLVED that this resolution be spread across the minutes of the Frederick County Board of Supervisors for all citizens to reflect upon the accomplishments of this public servant. ADOPTED this 28'day of October 2020. Charles S.DeHaven,Jr. Robert W.Wells Chairman Opequon District Supervisor J.Douglas McCarthy Blaine P.Dunn Gainesboro District Supervisor Red Bud District Supervisor Shawn L.Graber Judith McCann-Slaughter Back Creek District Supervisor Stonewall District Supervisor Gene E.Fisher Kris C.Tierney Shawnee District Supervisor Clerk 105 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Consent Agenda - Roll Call Vote Required Title: Resolution Honoring the Life and Service of June Minder Wilmot Attachments: BOS10-28-20JuneWilmotResolution.pdf 106 RESOLUTION OF APPRECIATION HONORING THE LIFE OF JUNE MINDER WILMOT WHEREAS,June Minder Wilmot served Frederick County,Virginia,for approximately 14 years as a member of the Planning Commission,and WHEREAS, June was appointed as representative of the Shawnee District on the Frederick County Planning Commission in March 2005, was subsequently appointed as the At-Large Representative in January 2008 serving continuously until September 2018,and was elected by her peers as Chairman of the Planning Commission in January 2006 serving as an insightful leader in that capacity until January 2018, WHEREAS, June retired as Executive Director of the Winchester-Frederick Economic Development Commission,having served from 1991-2002 and was noted for more than 35 years of experience in the field of economic development with some of her career experiences including serving in the Governor's Office in the Division of Industrial Development,Loudoun County and as the Director of the Economic Development Institute at the University of Oklahoma;and WHEREAS, in 1994 June received the prestigious Cardinal Award given by the Virginia Economic Developers Association in recognition of her leadership in the field of economic development, outstanding professional accomplishments, and exceptional service to the organization;and WHEREAS,in addition to her professional responsibilities,June's knowledge and conscientious dedication to bettering her community led to her unselfishly offering her time and talents in a variety of roles including service as a member of the Board of Advisors for the Shenandoah histitute of Public Service and as a board and steering committee member of the Community Consensus Coalition;and NOW,THEREFORE BE IT RESOLVED,that the Frederick County Board of Supervisors extends its sincerest thanks and appreciation for June Minder Wilmot and honors her life of leadership, dedication,and contribution to the community. ADOPTED this 28th day of October 2020. Charles S.DeHaven,Jr. Robert W.Wells Chairman Opequon District Supervisor Shawn L.Graber J.Douglas McCarthy Back Creek District Supervisor Gainesboro District Supervisor Blaine P.Dunn Gene E.Fisher Red Bud District Supervisor Shawnee District Supervisor Judith McCann-Slaughter Kris C.Tierney Stonewall District Supervisor Clerk 107 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: October 28, 2020 ��GrN Agenda Section: County Officials Title: Recognition of Millbrook Cross Country Team - Supervisor Dunn Attachments: 108 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: October 28, 2020 ��GrN Agenda Section: County Officials Title: Remarks from Rappahannock Electric Company President and CEO John Hewa Attachments: B0S10-28-20JohnHewaResume.pdf 109 1 Rappahannock IF1cctric Cooperative A Ti*xhStcYrx-crura,4 f_:cmMrata v John D. Hewa President and Chief Executive Officer John D. Hewa is REC's President and Chief Executive Officer. Hewa has more than 20 years of leadership experience in the electric utility industry with an emphasis in technology and management of public and cooperative power utilities. His experience also spans technical and executive roles managing electric,water,wastewater, and wireless and fiber optic telecommunications systems. Hewa holds a deep appreciation for the cooperative business model. He has served as the CEO of electric cooperatives in Texas and Florida and as vice president of research, engineering,and technical services at the National Rural Electric Cooperative Association (NRECA) in Arlington,Virginia.At NRECA, Hewa and his teams worked to advance the adoption of beneficial smart grid technologies among the nation's electric cooperatives focusing on reliable, resilient and clean and distributed energy tech adoption.At NRECA,he also worked with federal agencies including the RUS and DOE to address co-op technical regulatory issues. Prior to his cooperative career, Hewa managed the utilities department for the City of Manassas,Va. and served as director of engineering for BTES,an electricity distributor in the Tennessee Valley region. Hewa serves as chair of the Board of Directors of the U.S. Energy Storage Association, a non- profit organization in Washington,working with utilities, industry, and stakeholders to promote the adoption of energy storage technologies. From 2013-2020,he also served on the Board of Directors of the Smart Electric Power Alliance,an educational non-profit headquartered in Washington, DC,working to advance the integration of clean energy solutions and smart technologies into the grid. Hewa is a director on the Board of the Virginia Chamber of Commerce looking out for Virginia's businesses interests,and is a Board member of the Fredericksburg Regional Alliance promoting economic development across the region. Hewa holds a Bachelor of Science in electrical engineering and a Master of Science in engineering management from the University of Tennessee. He also earned his Doctor of Engineering at George Washington University focusing on engineering management, researching and modeling energy storage for electric cooperatives in the PJM structured wholesale electricity market. Hewa is a registered professional engineer. 110 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: October 28, 2020 ��GrN Agenda Section: County Officials Title: Committee Appointments Attachments: BOS 10-28-20Board Comm itteeAppts.pdf 111 .r COUNTY of FREDERICK Office of the County Administrator tigGl\'f 173_ Tel: 540.665.6382 Fax: 540.667.0370 MEMORANDUM TO: Board of Supervisors FROM: Ann W. Phillips, Deputy Clerk DATE: October 21 , 2020 RE: Committee Appointments Listed below are the vacancies/appointments due through December 2020. As a reminder, in order that everyone have ample time to review applications, and so they can be included in the agenda, please remember to submit applications prior to Friday agenda preparation. Your assistance is greatly appreciated. NOVEMBER Handley Regional Library Board Carl Rush 2757 Millwood Pike Winchester, VA 22602 Phone: (540)877-5983 Term Expires: 11/30/20 Four-year term (Mr. Rush is eligible for reappointment. Staff is waiting to hear from Handley Regional Library Board/Staff as to recommendation.) (The County has 5 seats on the Handley Regional Library Board as a result of the Joint Agreement and Memorandum of Understanding with the City. As stated in the library by-laws, members may only serve two terms.) DECEMBER Historic Resources Advisory Board A. Nicholas Powers — Member-At-Large 112 Memorandum — Board of Supervisors October 21, 2020 Page 2 Museum of the Shenandoah Valley 901 Amherst Street Winchester, VA 22601 Phone: 662-1473, Ext. 205 Home: (540)247-8177 Term Expires: 12/14/20 Four-year term (Mr. Powers is willing to continue serving.) (The Historic Resources Advisory Board is comprised of nine members, one member from each magisterial district and three members-at-large. Members serve a four-year term and are eligible for reappointment.) VACANCIES/OTHER Planning Commission Lawrence R. Ambrogi — Shawnee District Representative 101 Armstrong Circle Winchester, VA 22602 Term Expires: 04/28/21 Four-year term (Vacancy due to the passing of Mr. Ambrogi.) Social Services Board Ryan C. Shaw — Red Bud District Representative 110 Foxglove Drive Winchester, VA 22602 Phone: 877-4978 Term Expires: 06/30/20 Four-year term (Mr. Shaw has moved from the Red Bud District.) Susan J. Brinkmeier— Member-At-Large 216 Centennial Drive Stephenson, VA 22656 Term Expires: 05/24/21 Four-year term (Staff has been advised that Ms. Brinkmeier has moved out of state.) 113 Memorandum — Board of Supervisors October 21, 2020 Page 3 (The Social Services Board is comprised of seven members, one member from each magisterial district and one member at large. Members serve a four-year term and are limited to two consecutive terms.) Board of Equalization Luther O. Stiles — Frederick County Representative 114 Lane Street Stephens City, VA 22655 Home: (540)869-2504 Term: 01/01/17 - 12/31/19 Three-year term (The Board of Equalization is composed of five members. Members must be free holders in the county. In October 2010, the Board of Supervisors appointed the Board of Equalization as a "permanent"board for subsequent reassessments. The original five members were appointed for the following terms: one member for a one-year term, one member for a two-year term, and three members for a three-year term. Going forward, all future appointments shall be for a three-year term. Recommendation for appointment/reappointment are made by the Board of Supervisors and submitted to the Judge of the Frederick County Circuit Court for final appointment.) AWP/tjp U:\TJP\committeeappointments\MmosLettrs\BoardCommitteeAppts(10282020BdMtg).docx 114 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: October 28, 2020 ��GrN Agenda Section: County Officials Title: Discussion: Proposed Dates for Joint Meeting with the School Board The following dates have been proposed: Friday, November 13 @ 2:00 p.m. at the LFCC Corron Center, immediately following the School Board's Annual Fall Training Session Tuesday, November 17 @ 4:00 p.m. Location: TBD Attachments: 115 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: October 28, 2020 ��GrN Agenda Section: County Officials Title: 2021 Legislative Agenda Attachments: B0S10-28-20MemoAndProposed2021 Legislativelnitiatives.pdf 116 � COUNTY of FREDERICK Jay E. Tibbs Deputy County Administrator 540/665-5666 Fax 540/667-0370 E-mail: jtibbs@fcva_us TO: Board of Supervisors FROM: Jay E. Tibbs, Deputy County Administrator SUBJECT: Proposed 2021 Legislative Initiatives DATE: October 23, 2020 Attached please find Frederick County's proposed 2021 legislative agenda. On September 18, 2020, staff distributed the Board's 2020 legislative agenda and sought input from board members for the upcoming program. We have identified 6 primary initiatives that will be the focus of our lobbying efforts during the upcoming session. In addition,we have proposed Frederick County positions on a variety of other legislative items. Staff has highlighted new items or new verbiage. Please know this is not a final agenda and, as bills are drafted and introduced,we will continue to communicate Frederick County's support or concerns on specific legislation to our state delegation throughout the General Assembly session. Staff is seeking the Board's endorsement of this proposed legislative agenda. Once approved,we will communicate our initiatives to our state officials and the Virginia Association of Counties for possible inclusion on their legislative agenda. If you have any questions, please do not hesitate to contact me. Attachment 117 2021 LEGISLATIVE INITIATIVES FREDERICK COUNTY,VIRGINIA Priority Items: 1. Land Use Regulation and Development— Frederick County supports maintaining and expanding local authority to plan and regulate land use and opposes any legislation that weakens these key local responsibilities. Further, Frederick County supports legislation that grants localities additional tools to adequately meet increasing needs for public services driving by new development without burdening current residents with the cost of new growth through increased real estate taxes. Such additional tools may include broad impact fee authority for all counties, and adequate public facilities provisions. 2. Tax Exemptions— Frederick County supports reverting authority to the locality to continue existing tax exemptions previously granted by the General Assembly, prior to January 1, 2003. Further, Frederick County seeks the revocation of the tax exempt designation granted to Westminster-Canterbury of Winchester, Inc. 3. Funding for Transportation Improvements — Frederick County supports increased funding for local transportation improvements. Due to insufficient funding the SmartScale program is only able to address a fraction of the many worthy projects that are applied for at each application cycle. Many projects with demonstrated need are not funded and to make matters worse, in many cases the projects that are funded, while addressing immediate needs, tend to be low cost items that provide short-term relief rather than more costly projects that provide a long-term solution. Additionally, these low-cost, immediate need projects are then not scheduled until the end of the next six-year program. The concept of SmartScale scoring is a good one, however the inadequate funding leads to many unaddressed needs and important items such as future growth not being considered. Frederick County supports more equitable SmartScale Policy. The current 3 step process is not equitable to localities such as Frederick County. It should not be possible for projects in other areas to be funded with lower scores than projects in localities such as ours for no other reason than the way the policy is written. This goes against the purpose of SmartScale and must be corrected. 4. Broadband— Frederick County supports legislation that provides additional tools for counties to finance, build, and operate open access networks in partnership with commercial internet service providers. Further, Frederick County urges the Commonwealth to provide adequate financial assistance to counties to build the necessary telecommunications infrastructure to deploy universal affordable access to the internet for all areas, particularly in underserved and rural areas. 118 5. Utility Scale Solar- Frederick County supports maintaining local authority to address all impacts and all choices associated with utility-scale projects. Frederick County opposes any expansion or extension of the state-mandated tax exemption on local property taxes for solar equipment. 6. Workers' Compensation Presumptions— Frederick County opposes any effort to expand workers' compensation presumptive illnesses eligibilities for public employees that is not done in concert with additional state funding assistance to local governments to offset additional insurance liabilities. Other Positions: 1. Education Funding— Frederick County calls upon the or and General Assembly to fully fund the Virginia Standards of Quality as recommen the Board of Education and the Standards of Accreditation. Further, Frederick County supports the full reinstatement of the COCA (Cost of Competing Adjustment) for teachers and support staff. In addition, Frederick County supports the exclusive use of state lottery proceeds to fund public education. Further Frederick County supports the development of a statewide school modernization plan supported by adequate state funding. In addition, Frederick County supports additional funding options for localities for capital and school construction costs, including expanding dedicated local sales and use tax authority given to select counties by the General Assembly in 2018. 2. Virginia Tech Cooperative Extension - Frederick County supports state funding for local cooperative extension offices, which play key roles in addressing regional challenges. 3. Funding fohils—The s�shou ullyfund any increased costs or operational issues faced by local or regional jails when a change to the definition of state-responsible prisoner or other term results in an increase. Further, Frederick County supports an increase in jail per diem funding levels to better represent the costs of housing inmates and that the per diem be adjusted for inflation in the future so that payments keep pace with rising costs. 4. Additional Resources for Department of Corrections — Frederick County encourages the General Assembly to provide sufficient resources to the Department of Corrections in order that they may comply with the Code of Virginia requirement that they take state responsible inmates within 60 days of being notified by the courts. 5. Medicaid coverage for jail inmates. — Frederick County supports legislation to eliminate the ineligibility of incarcerated inmates to receive Medicaid benefits. Currently state and federal law requires that incarcerated individuals lose their full Medicaid coverage, instead receiving limited coverage to include hospitalization only, while they are in jail. This negatively impacts the locality's contribution to local or regional jail budgets, 119 especially with the increasing numbers of chronically and mentally ill inmates on the rise. This proposed change would also allow state inmates to receive Medicaid benefits while incarcerated. 6. Appeals of tax assessments— Frederick County opposes major changes to the current appeals processes for real or tangible personal property assessments, such as changes to the assessor's presumption of correctness or the role of the Tax Commissioner with respect to the valuation of property. 7. Unfunded Mandates— Frederick County opposes the enactment of any new mandates on local governments or school systems unless state appropriations are made to fully fund those mandates. 8. Revision/Update of Virginia's Litter and Recycling Fund — Frederick County supports increasing fees above the historical $25/quarter for beer/wine/soft drink retailers, wholesalers, and restaurants (a.k.a. those who generate litter). Grant funding from this program is allocated based on road mileage and population. Because there is no enforcement mechanism for those who elect not to pay the fee, the program is woefully underfunded. In Frederick County, this program covers only the operational costs for a part-time litter crew supervisor and leaves the county to fund additional costs such as supplies, vehicle, and outreach programs to deter litter. 9. Mining Reclamation Plans— Frederick County supports legislation that require localities receive formal notice of any reclamation plans and amendments to said plans submitted for mining operations located within the respective locality in order that the locality might have the opportunity to review and provide comments regarding any reclamation plan and a ent. 10. Tax Incentives for Land Conservation — Frederick County supports increasing the tax incentives in order to encourage landowners to participate in land conservation programs. 11. Medicaid Expansion — Frederick County supports full reimbursement for the local share of the additional administrative costs associated with Medicaid expansion. 12. Local Authority— Frederick County supports relaxation of the Dillon Rule and support legislation that maintains and enhances local authority and autonomy in matters including land use, revenue measures, procurement, and other issues of local concern. Frederick County further supports extending powers currently granted to some local governments to all local governments. Frederick County opposes legislation that erodes local authority. 120 13. Collective bargaining for public employees— Frederick County opposes any effort to mandate collective bargaining for public employees. 14. Election Costs— Frederick County supports legislation that would decrease the costs of elections to localities to include primaries, voting equipment, personnel, and voting places. Solutions include requiring parties to pay for primary elections and having one date for primary elections to name a few. 15. Sovereign Immunity- Frederick County opposes any substantive change in local governments' ability to present defense of sovereign immunity. Frederick County opposes efforts to bring counties under the Virginia Tort Claims Act. 121 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: October 28, 2020 Agenda Section: Committee Business Title: Finance Committee Business 1. The FCPS Executive Director of Finance requests School Operating Fund and General Fund supplemental appropriations in the amount of$294.942.57. This amount represents FY 2020 unspent restricted funds. The committee recommends approval. 2. The FCPS Executive Director of Finance requests School Capital Projects Fund and General Fund supplemental appropriations in the amount of$1.976.978.24. This amount represents unspent FY 2020 School Operating funds to be used for the purchase of(19) school buses. Local funds are required. The committee recommends approval. 3. The FCPS Executive Director of Finance requests a School Operating Fund supplemental appropriation in the amount of$2,435,300. This amount represents CARES CRF funds for local education agencies. No local funds required. The committee originally discussed advertising the item for a public hearing; however, the amount of the request is under the threshold that requires a public hearing. As a result, the action requested is the supplemental appropriation. 4. The WRAA requests an Airport Fund supplemental appropriation in the amount of $190,000. This amount represents funds from an unbudgeted lease and will be used to pay existing bond debt. No local funds required. The committee recommends approval. 5. The WRAA requests an Airport Capital Fund supplemental appropriation in the amount of$190.411.75. This amount represents unspent bond proceeds. No local funds required. The committee recommends approval. 122 6. The Public Works Director requests a General Fund supplemental appropriation in the amount of$4,515. This amount represents final invoice for design work for a training facility at the animal shelter. No local funds required as shelter donations are used for the project. The committee recommends approval. 7. The Sheriff requests a General Fund supplemental appropriation in the amount of $7.408.76. This amount represents an auto insurance claim to be used for vehicle repair. No local funds required. The committee recommends approval. 8. The Sheriff requests a General Fund supplemental appropriation in the amount of $34.908.45. This amount represents restricted, reserved eSummons funds to be used for additional printers and scanners. The committee recommends approval. Attachments: BOS 10-28-20FinanceCommitteeReport140ctober2020.pdf 123 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday,October 14,2020 8:00 a.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA A Finance Committee meeting was held in the Board of Supervisors Room at 107 North Kent Street on Wednesday,October 14,2020 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann-Slaughter,Chairman; Charles DeHaven; Robert Wells;Jeffrey Boppe;Angela Rudolph-Wiseman; and non-voting liaisons William Orndoff,Treasurer and Seth Thatcher,Commissioner of the Revenue. Committee Member Absent: none. Staff present: Cheryl Shiffler, Finance Director; Kris Tierney,County Administrator;Jay Tibbs, Deputy County Administrator; Rod Williams,County Attorney;Sharon Kibler,Assistant Finance Director;Jennifer Place, Budget Analyst; Patty Camery, FCPS Finance Director; David Sovine, FCPS Superintendent;Joe Wilder, Public Works Director; Nick Sabo,WRA Director; Lenny Millholland,Sheriff; Steve Hawkins, Sheriff Major;Aleck Beeman, Sheriff Captain; and Warren Gosnell,Sheriff Lieutenant. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. The FCPS Executive Director of Finance requests School Operating Fund and General Fund supplemental appropriations in the amount of$294,942.57. This amount represents FY 2020 unspent restricted funds. See attached memo, p.4—9. The committee recommends approval. 2. The FCPS Executive Director of Finance requests School Capital Protects Fund and General Fund supplemental appropriations in the amount of$1,976,978.24. This amount represents unspent FY 2020 School Operating funds to be used for the purchase of(19)school buses. Local funds are required. See attached memo, p.4-9. The committee recommends approval. 3. The FCPS Executive Director of Finance requests a School Operating Fund supplemental appropriation in the amount of$2,435,300. This amount represents CARES CRF funds for local education agencies. No local funds required. See attached memo, p. 10. The committee originally discussed advertising the item for a public hearing; however,the amount of the request is under the threshold that requires a public hearing. As a result,the action requested is the supplemental appropriation. 4. The WRAA requests an Airport Fund supplemental appropriation in the amount of$190,000. This amount represents funds from an unbudgeted lease and will be used to pay existing bond 1 124 debt. No local funds required. See attached memo, p. 11. The committee recommends approval. 5. The WRAA requests an Airport Capital Fund supplemental appropriation in the amount of $190,411.75. This amount represents unspent bond proceeds. No local funds required. See attached memo, p. 12. The committee recommends approval. 6. The Public Works Director requests a General Fund supplemental appropriation in the amount of$4,515. This amount represents final invoice for design work for a training facility at the animal shelter. No local funds required as shelter donations are used for the project. See attached information, p. 13. The committee recommends approval. 7. The Sheriff requests a General Fund supplemental appropriation in the amount of$7,408.76. This amount represents an auto insurance claim to be used for vehicle repair. No local funds required. See attached memo, p. 14—15. The committee recommends approval. 8. The Sheriff requests a General Fund supplemental appropriation in the amount of$34,908.45. This amount represents restricted, reserved eSummons funds to be used for additional printers and scanners. See attached memo, p. 16—18. The committee recommends approval. NO ACTION REQUIRED: 1. The FCPS Executive Director of Finance provided FY 2020 Year End Financial Reports and was available for discussion. See attached information, p. 19—46. 2. The Finance Director provided additional information on Sheriff's Department overtime and requested direction. See attached memo, p.47—48. The committee requested further analysis. INFORMATION ONLY: 1. The Finance Director provides a Fund 10 Transfer Report for September 2020. See attached, p.49. 2. The Finance Director provides financial statements ending September 30,2020. See attached, p.50—60. 2 125 3. The Finance Director provides an FY 2020 Fund Balance Report ending October 7,2020. See attached, p.61. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter,Chairman Charles DeHaven Robert Wells Jeffrey Boppe Angela Rudolph-Wiseman By ChgvyL93. Sh lgr Cheryl B.Shiffler, Finance Director 3 126 i Frederick County Public Schools Executive Director of Finance Patty Camery cameryp@fcpsk12.net DATE: September 16, 2020 TO: Cheryl Shiffler, Frederick County Finance Director FROM: Patty D. Camery, FCPS Executive Director of Finance > RE: FY 2021 Budget Items for Consideration by the Board of Supervisors On September 15, 2020, the School Board approved the following budget adjustments which are subject to consideration and approval by the Board of Supervisors. Please include the following FY 2021 requests on the agenda for the County Finance Committee meeting scheduled for October 21, 2020. Budget Adjustments to the School Operating Fund A budget adjustment to the School Operating Fund is requested for the $294,942.57 which represents restricted grant funds received during FY 2020 and are to be used for specific purposes such as Apple Federal Credit Union Education Foundation, SOL Algebra Readiness program, Project Graduation and other miscellaneous grants. Budget Adjustments to the Capital Projects Fund The School Board is requesting an FY 2021 budget adjustment to the School Capital Projects Fund for $1,976,978.24 which represents the FY 2020 unobligated surplus in the School Operating Fund. Approval of this request will provide appropriation for funds to be spent on nineteen school buses. cc: Dr. David T. Sovine, Superintendent Kris C. Tierney, County Administrator 1415 Amherst Street www.frededcUl2.va.us 540-662-3889,ext.88105 P.O.Box 3508 4 127 Winchester,Virginia 22604-2546 10/13/2020 Frederick County Public Schools .s.�, iii BOS Finance Committee Meeting Fiscal Yearend 2020 Financial Report Patty D.Camery FCPS Executive Director of Finance 1 October 14,2020 Funds to Discuss School Capital Projects Fund School Debt Service Fund School Operating Fund z FL PS 1 5 128 10/13/2020 School . • Projects • Funds for capital items not provided for in the operating fund • Ending fund balance $1,352,825 Sources of Funds Uses of Funds County School buses WHO= Beglnning TechnoBy Fund EquIty 3 FUS School CapitalProjects • 15 school buses Technology devices and infrastructure equipment JWHS stage lighting and sound JWHS heat pump replacement SHS water heater replacement DJH and JWHS athletic building roof replacement Traffic improvement at FCMS and GNS SHS tennis court renovations Phase 2 safety and security measures at various schools and SBO Not completed by June 30th Stonewall and JWHS roof replacement MHS MS4 storm water improvement Some Technology devices backordered FCPS 4 2 6 129 10/13/2020 SchoolDebt Service Fund Fund captures financing activities for major construction projects • Ending fund balance $332,288 Sources of Funds 2% Uses of funds z% , .z% County Principal Federal Interest t State Ending Fund Balance Reserve '-1 s - - FOPS SchoolOperating Fund Total Operating Fund - Surplus $2,271,921 Unobligated operating surplus funds $1,976,978 Restricted operating surplus funds $ 294,943 FCPS FCPS 3 7 130 10/13/2020 FY 2020 School Operating Fund Unobliqated Surplus - $1 ,976,978 Surplus Funds State Sales Tax Revenue $ 425,552 Savings in payroll expenditures $ 442,846 Savings in utilities&fuel $ 542,749 Savings due to spending freeze $ 565,831 FY20 Unobligated Surplus $ 1,976,978 7 FCPS ,7- FY 2020 School Operating Fund Restricted Funds $294,943 $127,691.27 SOL Algebra Readiness $78,818.26 Apple Federal CUEF $45,060.97 E-rate $10,363.03 Virginia Tiered System of Support $31,825.54 Project Graduation $1,183.50 VA Star Program FCPS 4 8 131 s Frederick County Public Schools School Bus Fleet (as of August 31,2020) The average lifespan of a school bus is 12 to 15 years* Age and Mileage 60 buses 5 or less years old 26 buses 6 to 10 years old 68 buses 11 to 15 years old 47 buses 16 to 20 years old 42 buses over 20 years old 86 buses less than 100,000 miles 32 buses 100,000 to 150,000 miles 39 buses 150,000 to 200,000 miles 36 buses 200,000 to 250,000 miles 50 buses over 250,000 miles Funded in Funded with Year Original Remaining Prior Purchased New Routes Replacements Total Budget Year Funds FY17 9 4 13 5 8 FY18 0 17 17 6 11 FY19 1 5 6 0 6 FY20 3 15 18 8 10 FY21 1 1 1 *schoolbustteet.com 1415 Amherst Shat z www.fredarick.k12.va.us 640-662-3889,ext.88105 11.0.Box 3508 Winchester,Virginia 22004-2546 9 132 Frederick Countr Public Schools Executive Director of Finance Patty Camery cameryp@fcpskl2.net To: Cheryl Shiffler, Frederick County Finance Director From. Patty Camery, FCPS Executive Director of Fina Date: October 14, 2020 Subject: Supplemental Appropriation Request due to Federal Coronavirus Relief Funds (CRF)Awarded to Frederick County Public Schools On October 9, 2020, Virginia school divisions were notified of additional funds awarded by Governor Northam for local education agencies from the federal Coronavirus Relief Fund (CRF). Frederick County Public School's CRF allocation is$2,435,300 for school reopening expenses that: 1.) are necessary expenditures incurred due to the public health emergency with respect to Coronavirus Disease 2019 (COVID-19); 2.) were not accounted for in the budget most recently approved as of March 27, 2020(the date of enactment of the CARES Act)for the state or local government entity; and 3.) were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020. Frederick County Public Schools requests a FY 2021 supplemental appropriation to the School Operating Fund for$2,435,300. Please add to the next Board of Supervisors' meeting agenda for consideration. 1415 Amherst Street www.frederick.kl2.va.us 540-6f -3M,ext 88105 P.O.Box 3508 10 133 Winchester,Virginia 22604-2546 WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD WINCHESTER, VIRGINIA 22602 EST.1987 (540) 662-5786 aoRr AU'040' MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: October 7, 2020 RE: Finance Committee Agenda Item I Supplemental Appropriation The Winchester Regional Airport Authority (WRAA) requests a supplemental appropriation for its FY20 operating budget totaling $190,000.00. The funds represent a lump sum rent payment by an airport tenant in accordance with a lease amendment approved by the WRAA board of directors at its September 10, 2020 regular business meeting. Funds will be used to pay off an existing bond and alleviate monthly debt service. No local funds required. Revenue: 3 - 017 - 018990— 0010, Miscellaneous Revenue Expense: 4 - 017 - 081090 - 9101 - 000 — 000, Payment of Loans We appreciate the continued support of Frederick County. Please advise if you have questions or need additional information. Sincerely, Nick Sabo, A.A.E. Executive Director 11 134 WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD WINCHESTER, VIRGINIA 22602 EST.1987 (540) 662-5786 aORr AU'040' MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: October 7, 2020 RE: Finance Committee Agenda Item I Bond Proceeds The Winchester Regional Airport Authority (WRAA) requests a supplemental appropriation for its FY21 capital budget totaling $190,411.75. The funds represent the bond proceeds remaining from the project "Acquire Hangar 509 and Relocate Gate". No local funds required. Revenue: 3 - 085 - 041040— 0002, Proceeds Loan Expense: 4 - 085 - 081030 - 8001 - 000 — 000, Machinery & Equipment We appreciate the continued support of Frederick County. Please advise if you have questions or need additional information. Sincerely, Nick Sabo, A.A.E. Executive Director 12 135 �4lGX f CO 4 COUNTY of FREDERICK w Department of Public Works 5401665-5643 FAX: 540/678-0682 1778 MEMORANDUM TO: Cheryl Shiffler, Director of Finance FROM: Joe C. Wilder, Director of Public Works JIU/ SUBJECT: Supplemental Appropriation Request Frederick County Esther Boyd Animal Shelter DATE: October 14, 2020 Recently, we attempted to construct a new training facility at the Frederick County Animal Shelter. Due to high bids that exceeded the project budget, we rejected the bids. In preparation of the project bid package, design work by Pennoni Associates and Design Concepts was procured. Funding for the entire project came from the animal shelter donation funds. No local funds have been used for the design work. Once the project was closed out,we paid all final invoices from the consultants and the remining funds were placed back in the donation fund reserve. However, Pennoni Associates forgot to submit a final invoice for design work performed on the project. Recently,Pennoni made us aware of the mistake and are requesting payment for this final invoice. The total payment due for the final invoice is $4,515.00 Therefore, in order to make this payment, we are requesting a supplemental appropriation in the amount of$4,515.00 be placed into line item 10- 4305-3002-02 Professional Services-Engineering/Design from reserve fund line item 10-240- 2501. Please include this request on the next Finance Committee agenda. JCW/kco cc: file 10-240-2501 bal $1,214,020 107 North Kent Street, Second Floor, Suite 136 200 • Winchester, Virginia 22601-5000 ER�Cy CpUNTY SHERIFFS OF 6J4FFt1Fp FIC.t Qk%1"Cpm Sheriff Lenny Millholland ° Major Steve A. Hawkins RGj4*1 1080 COVERSTONE DRIVE WINCHESTER,VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM :Sheriff Lenny Millholland DATE : October 1, 2020 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP for an auto claim dated August 26,2020. We are requesting$7,408.76 be appropriated into the following line item. This amount was posted to 3-010-018990-0001 We're requesting this amount to be appropriated to line item 31020-3004-000-002 Thank you LWM/adc c.s. 9/22/20 14 137 i FRE:vkc+- ,'--� COliN-`y VA(V:RP FIiY"ANGE September 10, 2020 Frederick County Attn: Jennifer Place 107 North Kent Street Winchester,VA. 22601 Virginia Association of Counties Self Insurance Risk.Pool Member: Frederick County Claim Number: 0342020269367 Date of Loss: 8/26/2020 Dear Ms.Place: Enclosed please find VACORP property damage check in the amount of$7,408.76 for the repairs to the 2017 Ford Explorer VIN 0202 that was damaged on 8/26/2020. This payment was based on the appraisal submitted from S&S Appraisal Services for $7,909.76 less the$500.00 deductible. If you should have any questions regarding this payment, please feel free to call me at 1- 888-822-6772 ext. 174. Sincerely, E � Jared Mullen Claims Specialist Enclosed—Check A �� ��r � � 1819 Electric Rd.,Suite C Roanoke,VA 24018 888-822-6772 Fax 877.212-8599 www.vacorp.org 15 138 Frederick County Sheriff's tae ti Sheriff Lenny Millholland Major Steve A.Hawkins 10 1080 Coverstone Drive Winchester,Virginia 22602 Office(540)662-6168 Fax(540)504-6400 TO: Cherly Shiffler, Director of Finance FROM: Sheriff Lenny Millholland SUBJECT: Transfer of Revenue Funds—eSummons DATE: September 24, 2020 Pursuant to §17.1-279.1, Code of Virginia, a fee is assessed as part of the costs in each criminal or traffic case in the Frederick County courts. Chapter 155, Article XII, Code of Frederick County, states the Treasurer shall hold funds subject to disbursement by the Board of Supervisors to the Sheriff of Frederick County solely to fund software, hardware, and associated equipment costs for the implementation and maintenance of an electronic summons systems. As the Sheriff's Office continues to expand the use of the eSummons System, additional printers and scanners are required. For this reason,the Sheriff's Office requests that an additional $34,908.45 be appropriated for the purchase of the following(estimated cost figures attached): Quantity Item A4 Cost 40 L-Tron Microphone-Style Driver's License Area Imaging Scanner $15,120.00 Part Number: 491OLR-152-LTRK 40 L-Tron Magnetic Mount for 491OLR DL Reader, Part Number: 491OLR-MM $ 1,398.00 25 Seiko MP-A40-BT-OOA- 203DPI MP-A40 Mobile Printer USB, Bluetooth $17,174.75 100MM/SEC 112MM/80MM, Part Number: MP-A40-BT-OOA 30 Seiko Auto Adapter- 12 V DC, 24 V DC Input Voltage- 12 V DC Output Voltage- $1,170.60 1.20 A, Part Number: CC-Al2-A1 _ 10 Seiko USB Cable For MP-A40, Part Number: IFC-U01-1-E $45.10 • eSummons line item number is 3102-5409-000-005. • The above items have been purchased in the past and have proven compatible with our existing system. All items were previously reviewed and approved by the County IT Department. • eSummons Revenue balance report by Finance as of July 21, 2020 was$192,096.85 Thank ou, Sheriff Lenny Millholland 16 139 L-Tron 491OLR Next Gen Area-imaging Scanner(491OLR-152-LTRK) L-Tran 491OLR Next Gen Area-imaging Scanner (491OLR-152•LTRK) NO tompabs mkroptm 2D tMapiap sane.Rtplatas 4710LW and 4810LR strias ROM $378.00 �ar:o-ae r:dr•#:> $CaririerS b Jr'.9'Lti'v:e-Patt ',4910.045r?-Lim SBYa 10% 20 Nnaging$Cannot W h:cn react draft E00st t«arcottes ON COPT retVlges and Signatures.Ideal for e-CtaUDn acp"+CaWAS,aWdeAlf-Pt dfit rep*rtfrg a.'14 Orwon't tdong app'tcatons.fine 49'OLR-*2-.YRK kt cvta�as al p!.r Fay dead More Magnetic Mount for the 491OLR DL Reader(491OLR-MM) 1 item added to your cart! Magnetic Mount for the 491OLR DL Reader (491OLR-MM) 2f�.5o • Part #: '491OLR-MM Continue Shopping 17 140 MP-A40-BT-OOA(Printer) Su w Seiko lnstniments MP-A40-lSbel printer-8/W- thermaifine S686.99 KJrFJr me.�bu:f ' ' AddgCwr CC-Al2-A1 (12 volt Adapter) Seiko MAI 2-Al Car Charger for MP-A40 Printer $39-02 Actual We ht,. 1.00 lbs. Shipping eight 3.00 lbs: Seiko instruments USA IFC-UO1-1-E Oldhwccmpmnme 4 -�.p — IFC—UUI-1—E Price Math Guarantee-we'll meet or beat any Seiko Instruments authorized Guarantee published price. USB Cable For MP-A40-OPU-5445 and E P-.1-5245 Printers. IN STOCK:73 1 $4.51 'O' t APROHS Compliant Shlps todoyf Phoenix,AZ lfyou 100 54.30 �rfn i.., 200 54.05 Hoge is rana epresentat� i-see mf.specs �Ooz Far.kagng - (� see rtatir._U n MINIMUM ORDER:100 400 53.55 STT + ❑CERTIFICATE OF AVAILABLE IN LESS THAN MIN 500' $3.68 11 COMPLIANCE GUARANTEE 0:73 �l�g foz Yq[,ate. 4" s mrr..,.�oa�nH ORDER INCREMENT:1 Ct Pril—Sh—ArePerEach Need more than 737 SPECS DESCRIPTION Enterquontify—dedaad add to cart for deft—yestiimotes. Supplier•. Seiko Instrun ants IMPORTANT NOTICE Part No: Seikolnstrumenesproducts Rams: yes ccnrmtbesoldorshipped outside oftheAmedcos. HIS: 5544129000 COO: MY EOCN: EAR99 SuppllerlitandardPack:Q 100 QTY: Untlof Measure: Per Each 18 141 I � ,.. of f3` IN T 1 i i i i • September 15, 2020 In this document are Frederick County Public Schools' year-end financial reports for fiscal year 2019-2020. As of the date of this report, the financials are unaudited. Included are the statements of operations for all funds managed by the school system. This report summarizes the key activities within each fund. Please refer to the respective financial statement as you proceed through the text. Frederick County Public Schools PORTRAIT OF A GRADUATE 20 143 Table of Contents School Operating Fund........................................................... 1 School Nutrition Fund ............................................................ 6 School Textbook Fund............................................................ 8 School Capital Projects Fund................................................ 10 School Construction Fund .................................................... 12 School Debt Service Fund..................................................... 14 Northwestern Regional Educational Programs Funds .......... 16 Private Purpose Funds ......................................................... 18 Consolidated Services Fund ................................................. 20 School Health Insurance Reserve Fund ................................ 22 21 144 This page intentionally left blank. 22 145 School Operating Fund The unobligated surplus for the fiscal year 2020 school operating fund is $1,976,978, which is 1.12% of the $176,554,951 total school operating fund budget. The operational highlights of the fiscal (and school year) 2019-2020 • Provided a division average 3.1 percent salary increase for all staff; the maximum average increase was 3.4%for teachers and the minimum average increase was 2.0%for administrators • Enhanced the teacher pay table by increasing the starting salary to $42,500 • Added a parent liaison to serve families from Redbud Run Elementary and Millbrook High schools • Added senior teachers at Admiral Byrd and James Wood Middle Schools • Improved student registration service at schools by extending registrars' contracts to 12 months • Focused on student mental health and equity professional development • Implemented the new division strategic plan • Purchased 3 replacement/additional school buses with operating funds • Served 13,915 students compared to a projected 13,770 student enrollment • Pivoted to distance learning and implemented a spending freeze when schools suddenly closed in March due to the COVID-19 pandemic Summary budget statistics 1. The original (beginning) budget for the school operating fund for FY 2020 was $175,981,549. 2. Budget adjustments of $573,402 resulted in the current budget balance of $176,554,951 and included the following: a. encumbrance or undelivered commitments of$225,545 b. carry-forward restricted grant receipts of$347,857 from FY 2019 Summary financial statistics 1. Actual FY 2020 revenues in the school operating fund were$175,776,356. 2. Actual FY 2020 expenses and encumbrances totaled $173,504,435. 3. Obligations for restricted programs valued at $294,943 are a part of the year-end surplus and are reserved for appropriation to FY 2021. 4. An unobligated amount of$1,976,978 remained at year-end. Key factors contributing to the school operating fund unobligated surplus are shown in the chart below. Budget Actual Variance State sales tax revenue $ 16,045,216 $ 16,470,768 $ 425,552 Budgetary savings in payroll expenditures $141,300,405 $140,857,559 $ 442,846 Budgetary savings in utilities and fuel due to $ 4,028,624 $ 3,485,875 $ 542,749 COVID-19 school closures Budgetary savings in schools and departmental $ 29,726,832 $ 29,161,001 $ 565,831 expenditures due to spending freeze Unobligated Surplus for FY 2020 $1,976,978 The remaining portion of this section explains the financial activity and resulting variances. 123 146 School Operating Fund —Continued Understanding the Operating Fund Variances The financial statement for the School Operating Fund is presented in a format reflecting two components of financial activity: unrestricted and restricted programs. The majority of the school division's programs and operations are funded by state and local (county) funds in the unrestricted component. While the school division must maintain minimum standards of quality with a mandated local match in most cases, the local school board allocates those funds with discretion aligned to planning goals. Therefore, the expenditures in this component are referred to as unrestricted. The restricted program section shows the activity of grant funds received for specific use on designated programs. The budget and related financial activity align with the grant award amounts and spending period, creating budget to actual variances which could be misunderstood as local surpluses or deficits. For this reason, the format shown is designed to assist the reader with the distinction between the two. Summary of Revenues and Expenditures Unrestricted revenues exceeded expenditures by $2,589,425 [line 11]. The variance for each revenue source and expenditure category is described in the following text. This amount is offset by $317,504 in restricted program variances [line 14] resulting in the total operating fund surplus of$2,271,921 [line 15], which is reduced by $294,943 [line 16] in carry-forward obligations. The bottom-line result is $1,976,978 [line 17] in unobligated surplus for FY 2020. Unrestricted Revenues: $169,209,342 [line 61 Local Sources [line 1] ➢ FCPS received $688,550 in miscellaneous local revenue including fees and charges to students and the public, billings to other agencies, gifts and donations, rebates, refunds, and rental charges for the use of school division facilities. Funds received from these sources were more than projected by$29,224. Commonwealth [line 2] ➢ FCPS received $81,499,219 in state revenue including Standards of Quality(SOQ)funds, sales tax receipts, incentive,categorical, lottery,and some miscellaneous funds were more than budgeted by$423,273. ➢ Sales tax funding was more than budgeted by$425,552 due to better than projected sales tax collections. ➢ All other state funding received was less than budgeted by$2,279. Federal Government [line 3] ➢ FCPS received $3,006 in unrestricted, federal revenue. A small amount of funding is provided each year based on the amount of federal land in the county. There is no notable variance in this section. Local Government and Transfers [lines 4-5] ➢ FCPS received $87,018,567 from the County's General Fund — local government dollars. This total includes the prior year encumbrance and grant obligations, as well as the current year funding support from the local governing body. 224 147 School Operating Fund —Continued Unrestricted Expenditures: $166,619,916 [line 10] Instruction [line 7] ➢ FCPS expended $121,997,148 for costs associated with classroom instruction, student support services, library and media services, instructional support services, and school administrative offices in the areas of regular education, special education, vocational education, gifted education, and the other categories of instruction. Seventy percent of all expenditures are in this category. The positive variance of$361,597 is attributable to expenditure savings in personnel, school budgets,and instructional departments. Instructional and Administrative Technology [line 8] ➢ FCPS expended $9,949,052 for costs associated with division technology — instructional, administrative, and operational categories. Six percent of all expenditures are in this category. Savings in employee compensation in other categories provided a transfer of additional funds to address technology equipment replacements and infrastructure support for distance learning during the last three months of the school year. The residual positive variance of $92,404 is attributable to expenditure savings in personnel. Support Services [line 9] ➢ FCPS expended $34,673,717 for costs associated with supporting the operations of the school division, including administration, student attendance and health,transporting students, and maintaining facilities. Twenty percent of all expenditures are in this category. Savings in employee compensation and departmental budgets in other categories provided a transfer of funds to address facilities and support the Grab-N-Go meals program during COVID-19 school closures. The residual $1,004,155 positive variance is due to personnel, spending freeze, vehicle fuel, and utility savings realized due to school closures. Restricted Program Revenues and Expenditures [lines 12 - 14] Restricted Programs provide funding for specific initiatives. The majority of these revenues are based upon certain student populations or capabilities. Restricted program funding is associated with spending criteria as well as reporting criteria. The vast majority of restricted revenues come from the federal government, but a few are from state or miscellaneous sources. Restricted program revenues totaled $6,567,014 for FY 2020, and program expenditures totaled $6,884,519. The resulting negative balance of$317,504 represents an amount of additional local funds toward those specific program budgets. FY 2020 Operating Surplus(Revenues over Expenditures) $2,271,921 [lines 15-17] The total operating surplus for FY 2020 of$2,271,921 is reduced by the amount of revenue received for a special purpose, but has not yet been encumbered. These funds are obligations against the surplus funds,total $294,943, and include: 1) $127,691.27 for SOL Algebra Readiness, 2) $78,818.26 for the Apple Federal Credit Union mentor teacher program, 3) $45,060.97 for eRate, 4) $31,825.54 for Project Graduation, 5) $10,363.03 for Virginia Tiered Systems of Support and 6) $1,183.50 for the VA Star program. A separate appropriation request will be submitted for these amounts to be approved by the Board of Supervisors.The unobligated surplus for FY 2020 is$1,976,978. Sources of Funds Uses of Funds Instruction State 0A i Technology-Instruction County &Admin. ' Support Services Restricted- State/Federal ' 4691. Restricted Programs 325 148 Frederick County Public Schools School Operating Fund [a] [b] [c] [d] [e] Year Ended June 30,2020 2018-19 2019-20 2019-20 2019-20 Variance Actual* Original Adjusted Actual* from Budget Budget Adj.Budget SUMMARY Revenue from Local/Other Sources $ 912,682 $ 1,430,716 $ 1,155,818 $ 896,186 $ (259,632) Revenue from the Commonwealth 78,496,837 82,992,357 82,785,080 82,997,559 212,479 Revenue from the Federal Government 5,224,808 5,113,311 5,595,486 4,864,044 (731,442) Revenue from Local Governing Body 83,377,453 86,445,165 87,018,567 87,018,567 [A] TOTAL REVENUES $ 168,011,779 $ 175,981,549 $ 176,554,951 $ 175,776,356 $ (778,595) Instruction $ 119,105,240 $ 125,529,969 $ 122,358,745 $ 121,997,148 $ 361,597 Instruction-Restricted Programs 6,640,917 8,268,507 8,476,879 6,884,519 1,592,360 Technology-Instructional&Administrative 7,766,605 8,177,192 10,041,456 9,949,052 92,404 Support Services 33,110,496 34,005,881 35,677,871 34,673,717 1,004,155 [B] TOTAL EXPENDITURES $ 166,623,259 $ 175,981,549 $ 176,554,951 $ 173,504,435 $ 3,050,516 *Actual fiscal year expenditures includes encumbrances 1C] REVENUE OVER EXPENDITURES $ 1,388,520 $ $ $ 2,271,921 1D] Obligated Funds-Special Programs $ 347,857 $ 294,943 1E] LOCAL FUNDS UNOBLIGATED AT JUNE 30 $ 1,040,663 $ 1,976,978 [F] Percentage Surplus of Total Budget 0.61% 1.12% Unrestricted Revenues 11] Revenue from Local Sources $ 779,488 $ 659,326 $ 659,326 $ 688,550 $ 29,224 [2] Revenue from Commonwealth $ 77,265,025 $ 81,025,595 $ 81,075,946 $ 81,499,219 $ 423,273 a Standards of Quality(SOQ) 54,757,562 55,051,795 55,301,600 55,301,600 - b Sales Tax 15,205,440 16,045,216 16,045,216 16,470,768 425,552 c Incentive Accounts 518,000 2,916,712 2,923,264 2,910,160 (13,104) d Categorical 100,971 101,477 80,966 80,966 e Lottery-Funded Programs 6,510,435 6,690,395 6,504,729 6,486,704 (18,025) f Miscellaneous State 172,617 220,000 220,170 249,020 28,850 [3] Revenue from Federal Government $ 3,178 $ 51000 $ 5,000 $ 3,006 $ (1,994) [4] Transfers/CarryOver/Prior Year Encumbrances $ 1,046,279 $ $ 573,402 $ 573,402 $ [5] Local Funds-Board of Supervisors $ 82,331,174 $ 86,445,165 $ 86,445,165 $ 86,445,165 $ [6] Total Unrestricted Revenues $ 161,425,144 $ 168,135,086 $ 168,758,839 $ 169,209,342 $ 450,503 Unrestricted Expenditures [7] Instruction $ 119,105,240 $ 125,529,969 $ 122,358,745 $ 121,997,148 $ 361,597 a Regular Education 88,141,527 92,335,826 89,795,658 89,723,771 71,887 b Special Education 20,405,380 22,221,341 21,665,390 21,509,120 156,270 c Vocational Education 8,003,950 8,325,410 8,245,478 8,122,601 122,877 d Gifted Education 945,748 1,017,693 1,015,820 1,010,819 5,001 e Other Education 1,417,025 1,441,190 1,430,895 1,425,533 5,362 f Summer School 174,443 171,550 173,776 173,741 35 g Adult Education 17,168 16,958 17,228 17,227 1 h Non-district Program - - 14,500 14,336 164 181 Instructional&Administrative Technology $ 7,766,605 $ 8,177,192 $ 10,041,456 $ 9,949,052 $ 92,404 a Instructional Technology 1,746,327 1,543,751 3,442,990 3,442,989 1 b Instructional Support Technology 3,716,543 4,000,292 3,780,111 3,737,264 42,847 C Administrative&Operations Support Technology 2,303,735 2,633,149 2,818,355 2,768,799 49,556 [9] Support Services $ 33,110,496 $ 34,005,881 $ 35,677,871 $ 34,673,717 $ 1,004,155 a Administration,Attendance&Health 7,334,434 7,729,157 7,419,222 7,217,805 201,417 b Pupil Transportation Services 9,747,058 10,392,470 10,331,881 10,063,387 268,494 c Operation and Maintenance 15,118,110 14,940,223 14,897,295 14,364,887 532,407 d School Nutrition Services - - 583,091 583,090 1 e Facilities 355,185 395,324 1,869,301 1,867,466 1,835 f Fund Transfers 555,709 548,707 577,082 577,082 1 [10] Unrestricted Expenditures $ 159,982,342 $ 167,713,042 $ 168,078,072 $ 166,619,916 $ 1,458,156 [11] Unrestricted Revenue Over/(Under)Expense $ 1,442,802 $ 2,589,425 Numbers may not add correctly due to rounding. 4 26 149 School Operating Fund [a] [b] [c] [d] [e] Year Ended June 30,2020 2018-19 2019-20 2019-20 2019-20 Variance Actual* Original Adjusted Actual* from Budget Budget Adj.Budget Restricted Programs Revenue Revenue from Local/Other Sources $ 133,194 $ 771,390 $ 496,492 $ 207,635 $ (288,856) a eRate Program 23,554 355,955 81,057 23,554 (57,503) b Bridges to Success-Apple Federal CU 45,000 50,000 50,000 35,000 (15,000) c NOAA Grant 53,615 - - - d Claude Moore Foundation 10,024 115,435 123,911 88,081 (35,829) e VA Star 1,000 - 1,000 1,000 f Virginia Printing Foundation - - 60,000 60,000 g Excess Appropriation - 250,000 180,524 - (180,524) Revenue from Commonwealth $ 1,231,812 $ 1,966,762 $ 1,709,135 $ 1,498,340 $ (210,794) a Regional Juvenile Detention Center 601,524 615,000 615,000 612,492 (2,508) b Special Education-In-Jail 98,598 106,000 106,000 100,481 (5,519) c Early Reading Intervention 219,411 221,501 267,473 267,473 d SOL Algebra Readiness 116,435 116,435 124,674 124,674 e Virginia Preschool Initiative - 208,447 208,447 208,447 f Other Special State Programs 195,844 149,379 186,517 184,773 (1,744) g Excess Appropriation - 550,000 201,024 - (201,024) Revenue from Federal Government $ 5,221,630 $ 5,108,311 $ 5,590,486 $ 4,861,038 $ (729,447) a Title I,Part A 1,397,605 1,469,571 1,532,523 1,387,365 (145,158) b Title I,Part D 63,448 54,631 107,940 46,535 (61,405) c Title II,Part A Improve Teacher Quality 241,092 430,775 493,461 409,502 (83,959) d Title III,Part A LEP 91,763 78,016 126,994 89,057 (37,937) e Title IV,Part A 81,519 100,646 163,147 150,609 (12,538) f Title VI-B IDEA Regular 2,461,888 2,667,455 2,906,054 2,515,701 (390,354) g Title VI-B IDEA Preschool 46,964 46,964 46,964 48,667 1,703 h Perkins Vocational 163,987 160,253 169,435 169,635 200 i Virginia Preschool Initiative Plus 673,364 - 43,967 43,967 - j Other Miscellaneous Grants - - - - k Excess Appropriation - 100,000 - - [12] Total Restricted Revenues $ 6,586,636 $ 7,846,463 $ 7,796,112 $ 6,567,014 $ (1,229,098) Restricted Program Expenditures a eRate Program 8,985 355,955 102,564 - 102,564 b Bridges to Success-Apple Federal CU 46,166 50,000 85,307 41,488 43,818 c NOAA Grant 53,615 - - - - d Claude Moore Foundation 10,024 115,435 123,911 88,081 35,829 e Chain of Checks-Mental Health 6,375 - 40,213 40,213 - f VA Star 1,205 2,871 1,687 1,184 g Virginia Printing Foundation - - 60,000 60,000 - h Regional Juvenile Detention Center 593,664 615,000 615,000 604,658 10,342 i Special Education-In-Jail 98,598 106,000 106,000 100,481 5,519 j Early Reading Intervention 299,106 362,997 362,997 304,121 58,876 k SOL Algebra Readiness 190,178 190,814 370,758 243,067 127,691 1 Virginia Preschool Initiative&Plus 646,572 460,000 503,967 457,170 46,797 m Other Special State Programs 185,208 150,959 222,190 175,348 46,841 n Title I,Part A 1,397,605 1,469,571 1,532,523 1,387,365 145,158 o Title I,Part D 63,448 54,631 107,940 46,535 61,405 P Title II,Part A Improve Teacher Quality 241,092 430,775 493,461 409,502 83,959 q Title III LEP 91,763 78,016 126,994 89,057 37,937 r Title IV,Part A 81,519 100,646 163,147 150,609 12,538 s Title VI-B 2,461,888 2,667,455 2,906,054 2,515,701 390,354 t Perkins Vocational 163,907 160,253 169,435 169,435 - u Excess Appropriation - 900,000 381,548 - 381,548 [13] Total Restricted Expenditures $ 6,640,917 $ 8,268,507 $ 8,476,879 $ 6,884,519 $ 1,592,360 [14] Restricted Revenue Over/(Under)Expense $ (54,282) $ (317,504) [15] All Revenue Over/(Under)Expense $ 1,388,520 $ 2,271,921 [16] Obligated Funds-Special Programs 347,857 294,943 [17] LOCAL FUNDS UNRESTRICTED AND UNOBLIGATED AT JUNE 30 $ 1,040,663 $ 1,976,978 Numbers may not add correctly due to rounding. 5 27 150 School Nutrition Fund The school nutrition fund completed FY 2020 with expenditures in excess of revenues of $206,915, decreasing the fund balance. Fund balance supported operational costs as meal sales were less than expected due to the COVID-19 school closures. On average, 48 percent of students participated in the food service program through March 13, 2020, before schools closed due to the COVID-19 pandemic. Lunch prices for a full-priced meal were $2.60 for elementary, $2.85 for middle, and $2.85 regular lunch/$2.95 pizza lunch for high school students. Other items are sold on an a la carte basis. About 38 percent of students were eligible for free or reduced-priced meals, reimbursed by the federal government. After March 13, 2020, the school nutrition program served 180,033 Grab-N-Go breakfasts and lunches to school age children. The federal government and School Operating Fund subsidized the cost of Grab-N-Go meals. In total, FCPS served 1,266,180 meals in FY 2020 (about 300,000 less meals than budgeted). Operational expenditures were less than budgeted, but greater than expected for the actual number of meals served. Food and supply costs averaged $1.58 per meal — up from a budgeted $1.27 food cost per meal. Revenue Variances: Compared to budget, revenues from full-priced lunch sales and federal meals reimbursement were $977,631 less than expected due to less meals served. A transfer of $39,717 from the School Operating Fund paid for uncollectible student meal charges as federal guidelines prevent using school nutrition funds for this purpose. Expenditure Variances: Compared to budget, expenditures were $2,570,716 less than expected. $1,800,000 of the total expenditure variance represents excess appropriation of prior year fund balance. The excess appropriation is carried forward to use if needed.The other operational variances are the result of the following: ➢ Labor cost was $371,161 less than planned due to position vacancies and savings in substitute employees due to school closure. ➢ Food and supply costs were$198,962 less than planned due to the number of meals served. ➢ Contracted services, utilities, travel, and capital replacement expenses ended the year with a positive variance of$200,593. The fund ended the fiscal year with $1,577,904 in fund balance. Of this amount, $331,400 is the inventory value which is non-spendable. The fund balance is within best practice amounts, averaging almost three months of operating expenses. Fund balance is carried-forward to the next fiscal year for school nutrition operations. Sources of Funds Uses of Funds 2%I Personnel Federal Sales-Students,Staff Food&Supplies State Capital&Other Operating ■Ending Fund Balance Beginning Fund Equity % Reserve ®r 628 151 Frederick County Public Schools School Nutrition Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] Adjusted Variance Actual Actual Budget Actual from 2017-18 2018-19 2019-20 2019-20 AdjBudget [1] Beginning Balance July 1 $ 2,414,992 $ 2,640,430 $ 1,800,000 $ 1,784,819 $ (15,181) Revenues: [2] Interest on Bank Deposits $ 27,981 $ 27,552 $ 22,000 $ 12,678 $ (9,322) [3] Type A Lunches 1,417,057 1,483,929 1,658,501 1,125,808 (532,693) [4] Breakfast Program 162,408 187,790 221,301 149,501 (71,800) [5] All Other Sales and Adults 624,554 634,469 638,653 484,582 (154,071) [6] Other Receipts 71,515 65,684 78,514 61,017 (17,497) [7] State School Food Payments 103,208 107,190 102,003 112,328 10,325 [8] Federal Meals Reimbursement 2,655,172 2,712,947 2,842,585 2,615,295 (227,290) [9] Transfers From School Operating 19,522 19,411 15,000 39,717 24,717 [10] Total Revenues $ 5,081,416 $ 5,238,972 $ 5,578,557 $ 4,600,926 $ (977,631) Total Revenues and Beginning Balance $ 7,496,408 $ 7,879,402 $ 7,378,557 $ 6,385,745 Expenditures: [11] Salaries $ 1,786,343 $ 1,951,786 $ 2,119,589 $ 1,850,401 $ 269,187 [12] Fringe Benefits 746,098 790,966 892,431 790,456 101,974 [13] Contractual Services 90,247 78,712 172,052 163,876 8,176 [14] Utilities,Travel and Misc 69,336 75,320 95,805 88,755 7,050 [15] Food and Supplies 1,977,860 2,303,493 2,082,231 1,883,269 198,962 [16] Capital Outlay 186,095 894,307 216,450 31,083 185,367 [17] Planned Carryforward to Next Year - - 1,800,000 - 1,800,000 [18] Total Expenditures $ 4,855,978 $ 6,094,582 $ 7,378,557 $ 4,807,841 $ 2,570,716 [19] Revenue Over/(Under)Expenditures $ 225,438 $ (855,610) $ - $ (206,915) [20] Ending Balance June 30 $ 2,640,430 $ 1,784,819 $ - $ 1,577,904 [21] Balance Nonspendable, Inventory $ 232,432 $ 279,516 $ 331,400 [22] Balance Committed $ 2,407,998 $ 1,505,303 $ 1,246,504 Numbers may not add correctly due to rounding. 729 152 School Textbook Fund The textbook fund completed the year with expenditures in excess of revenues of$1,025,868, resulting in an ending fund balance to $906,178. The primary source of revenue for this fund comes from the Standards of Quality funding provided by the state. The state funds require a local match equal to the composite index percentage and are provided through a transfer from the School Operating Fund. Beginning fund balance for the School Textbook Fund was $1,932,045. Revenues plus the beginning fund balance provide for the total available funds of $3,323,872. For FY 2020, state funds of $841,202 plus $537,365 in local matching funds, and $13,259 in miscellaneous receipts for interest and fees totaled $1,391,826 in revenue. Textbook purchases replaced worn textbooks, provided new reading textbooks for elementary schools, and provided new English textbooks for middle schools. Textbook purchases can be either hard copy or digital formats. Total expenditures on textbooks and a part-time employee to manage the textbook inventory equaled $2,417,694 for the year. The textbook fund balance increases and decreases over time as it supports the year-to-year disbursements driven by the timing of required textbook adoptions. Textbook fund balance is committed to the next fiscal year to support future textbook adoptions. Sources of Funds 1% Uses of Funds State SOO. Personnel Local Match (SOF Transfer) Textbooks Ending Fund 1 ■Other Balance Reserve r Beginning Fund Equity 1% 830 153 Frederick County Public Schools School Textbook Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] 2017-18 2018-19 2019-20 2019-20 Actual Actual Budget Actual Variance [1] Beginning Balance July 1 $ 2,686,747 $ 2,911,443 $ 1,730,367 $ 1,932,045 $ 201,678 Revenues: [2] Interest on Bank Deposits $ 32,635 $ 39,065 $ 20,000 $ 12,787 $ (7,213) [3] Sale of Textbooks/Lost Fees 1,971 1,552 6,500 472 (6,028) [4] State Reimbursements 895,167 825,960 835,475 841,202 5,727 [5] Transfers From Other Funds 570,512 536,298 533,707 537,365 3,658 [6] Total Revenues $ 1,500,286 $ 1,402,875 $ 1,395,682 $ 1,391,826 $ (3,856) Total Revenues and Beginning Balance $ 4,187,033 $ 4,314,318 $ 3,126,049 $ 3,323,872 Expenditures: [7] Salaries $ 17,971 $ 19,183 $ 19,722 $ 19,721 $ 2 [8] Fringe Benefits 4,855 5,057 5,199 5,183 16 [9] Contractual Services - - - - - [10] Payments to Publishers 1,252,764 2,358,033 2,871,071 2,392,791 478,280 [11] Planned Carryforward to Next Year - - 230,057 - 230,057 [12] Total Expenditures $ 1,275,589 $ 2,382,272 $ 3,126,049 $ 2,417,694 $ 708,355 [13]Revenues Over/(Under)Expenditures $ 224,696 $ (979,398) $ (1,730,367) $ (1,025,868) $ 704,499 [14]Ending Balance June 30 $ 2,911,443 $ 1,932,045 $ - $ 906,178 [15]Balance Committed $ 2,911,443 $ 1,932,045 $ 906,178 Numbers may not add correctly due to rounding. 9 31 154 School Capital Projects Fund The school capital projects fund is for the purchase of capital items not provided for in the annual school operating fund. This fund typically receives revenue from the local governing body through direct appropriation or through the transfer of funds from prior year school operating fund remaining balances. FCPS used the beginning fund balance of $1,889,268 and a transfer of $5,040,663 from the county to purchase the following items/projects related to student transportation, technology, and facilities. • 15 school buses • Technology devices and infrastructure equipment • James Wood High School stage sound and lighting replacement project • James Wood High School heat pump replacement • James Wood High School roof replacement • Stonewall Elementary School roof replacement • Sherando High School water heater replacement • Millbrook High School EPA MS4 stormwater improvements • Dowell J. Howard roof replacement • Traffic improvements at Frederick County Middle and Gainesboro Elementary schools • James Wood High School athletic building roof replacement • Sherando High School tennis court renovations • Phase 2 safety and security measures at various schools and central office As of June 30, 2020, items/projects were in various stages of planning, completion, or payment. The balance of$1,352,825 will carry forward into FY 2021. Some of the items listed above should be supported by a sufficient funding level in the operating fund because they are part of the larger scope of the annual operating responsibilities of the school division. Restoration of such funding in the operating budget will allow this fund to return to the practice of using it for special projects outside the operating fund norm,yet too small in scope for the construction fund. Sources of Funds Uses of Funds 4&4 County School buses hhI Facilities �I Beginning Fund f Technology Equity 1032 155 Frederick County Public Schools School Capital Projects Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] Variance 2017-18 2018-19 2019-20 2019-20 from Actual Actual Budget Actual Adjusted Budget [1] Beginning Balance July 1 $ 1,220,062 $ 1,397,186 $ 1,889,268 $ 1,889,268 $ Revenues: [2] Other Receipts [3] Local Funds-Frederick County $ 3,088,287 $ 3,564,000 $ 5,040,663 $ 5,040,663 $ [4] Transfers from Other Funds - - - - [5] Total Revenues $ 3,088,287 $ 3,564,000 $ 5,040,663 $ 5,040,663 $ - Total Revenues and Beginning Balance $ 4,308,349 $ 4,961,186 $ 6,929,931 $ 6,929,931 Expenditures: [6] Capital Outlay $ 2,911,163 $ 3,071,919 $ 6,929,931 $ 5,577,106 $ 1,352,825 [7] Total Expenditures $ 2,911,163 $ 3,071,919 $ 6,929,931 $ 5,577,106 $ 1,352,825 [8] Ending Balance June 30 $ 1,397,186 $ 1,889,268 $ - $ 1,352,825 [9] Balance Reserve for Encumbrances $ 1,003,150 $ 589,268 $ 687,379 [10] Balance Committed $ 394,036 $ 1,300,000 $ 665,446 Numbers may not add correctly due to rounding. 33 156 Construction Fund The active construction projects for FY 2020 were construction of Jordan Springs Elementary School and replacement Robert E. Aylor Middle School. A project-to-date summary is shown below and is provided in a different format on the financial statement. The amounts shown in bold represent active project balances at year-end, which will be automatically re-appropriated in the next fiscal year to continue the project. Jordan Springs Elementary School: Replacement Robert E.Avlor Middle School: Beginning project amount $ 28,500,000.00 Beginning project amount $ 48,700,000.00 Expenditures through June 30,2020 $ (24,320,925.25) Expenditures through June 30,2020 $ (14,351,765.89) O/S Encumbrances @ June 30,2020 $ (2,518,386.15) O/S Encumbrances @ June 30,2020 $ (31,539,022.50) Remaining project balance $ 1.660.688.60 Remaining project balance $ 2.809.211.61 Cash received—bond proceeds $ 24,385,000.00 Cash received—bond proceeds $ 29,565,000.00 Cash received—premium proceeds $ 2,191,634.80 Cash received—premium proceeds $ 2,702,100.48 Cash received—interest earnings $ 604,105.35 Cash received—interest earnings $ 297,067.52 Cash received—other sources $ 1,516,962.50 Cash received—other sources $ - Cash transferred from other projects $ 54,377.15 Cash transferred from other projects $ Cash disbursed for project $ (23,825,010.34) Cash disbursed for project $ (11,156,554.88) Accounts Payable @ June 30,2020 $ (495,914.91) Accounts Payable @ June 30,2020 $ (3,195,211.01) Cash/A/P balance @June 30,2020 $ 4.431.154.55 Cash/A/P balance @June 30,2020 $ 18.212.402.11 Fourth High School: Armel Addition: Beginning project amount $ 6,000,000.00 Beginning project amount $ 500,000.00 Expenditures through June 30,2020 $ (5,372,281.60) Expenditures through June 30,2020 $ (471,563.00) O/S Encumbrances @ June 30,2020 $ (185,504.85) O/S Encumbrances @ June 30,2020 $ (7,770.00) Remaining project balance $ 442.213.55 Remaining project balance $ 20.667.00 Cash received—bond proceeds $ 2,734,850.00 Cash received—bond proceeds $ - Cash received—premium proceeds $ 209,216.97 Cash received—premium proceeds $ Cash received—interest earnings $ 4,733.58 Cash received—interest earnings $ - Cash transferred—undesignated fund $ 2,500,000.00 Cash received from other projects $ 500,000.00 Cash received from other projects $ 230,200.05 Cash disbursed for project $ (471,563.00) Cash disbursed for project $ (5,372,281.60) Accounts Payable @ June 30,2020 $ Accounts Payable @ June 30,2020 $ - Cash/A/P balance as of June 30,2020 $ 28,437.00 Cash/A/P balance @June 30,2020 $ 306,719.00 12 34 157 Frederick County Public Schools Construction Funds Year Ended June 30,2020 [a] [b] [c] [d] Cummulative Project Prior Years' 2019-2020 Project Budget Receipts Actual Receipts Receipts [1] Beginning Balance July 1 $ 25,453,842 Revenues: [2] Interest Income $ $ 425,981 $ 479,925 $ 905,906 [3] Proceeds from Bond Sale 80,200,000 37,208,713 24,579,089 61,787,802 [4] Other Receipts 3,500,000 4,797,527 4,013 4,801,540 [5] Miscellaneous - - - - [6] Total Revenues $ 83,700,000 $ 42,432,221 $ 25,063,027 $ 67,495,248 [a] [b] [c] [d] [e] [f] Cummulative Remaining Project Prior Years' 2019-2020 Project Outstanding Project Budget Expenditures Actual Expenditures Encumbrances Balance Expenditures: [7] Jordan Springs Elementary School $ 28,500,000 $ 9,060,785 $ 15,260,140 $ 24,320,925 $ 2,518,386 $ 1,660,689 [8] Armel Elementary Additions 500,000 471,563 - 471,563 7,770 20,667 [9] Replacement Robert E Aylor Middle School 48,700,000 2,124,244 12,227,522 14,351,766 31,539,023 2,809,212 [10] Fourth High School-Land&Design 6,000,000 5,321,786 50,495 5,372,282 185,505 442,214 [11] Total Expenditures $ 83,700,000 $ 16,978,379 $ 27,538,157 $ 44,516,536 $ 34,250,684 $ 4,932,781 [12]Ending Balance June 30 $ 22,978,713 Numbers may not add correctly due to rounding. 13 35 158 Debt Service Fund The Debt Service Fund accounts for principal and interest payments on general obligation bonds sold through the Virginia Public School Authority to finance major school construction projects. During the fiscal year, FCPS received $304,896 in refinancing credits from VPSA and $279,948 from the federal government as an interest rebate subsidy for the Qualified School Construction Bonds (QSCB) program. Additionally, $16,248,300 was received from the county. These revenues plus the beginning fund balance were used for the principal, interest, and administrative expenses for the 30 active debt issues covering 12 construction projects amortized over 20 years. The FY 2020 principal, interest, and management fee payments totaled $16,532,751. The end of year fund balance is $332,288 due to lower than expected interest payments and greater than expected refinancing credits. The fund balance will support FY 2021 debt obligations. A summary of the outstanding indebtedness is shown below. Outstanding debt at June 30, 2019 $123,996,315 New debt incurred during FY 2020 $ 22,555,000 Principal payments on existing debt during FY 2020 $( 11,195,047) Outstanding debt at June 30, 2020 $135,356,268 Sources of Funds 2% Uses of Funds 2% Fri I ---2% Principal County Interest i Federal Ending Fund State Balance Reserve 1436 159 Frederick County Public Schools Debt Service Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] Variance 2019-20 from 2017-18 2018-19 Adjusted 2019-20 Adjusted Actual Actual Budget Actual Budget [1] Beginning Balance July 1 $ 30,470 $ 20,823 $ 23,282 $ 31,896 $ 8,614 Revenues: [2] State VPSA Credits $ 127,343 $ 157,162 $ 179,505 $ 304,896 $ 125,391 [3] Federal-QSCB 277,865 279,055 275,782 279,948 4,166 [4] Local Funds-Frederick County 15,972,475 14,579,320 16,248,300 16,248,300 - [5] Transfers from Other Funds - - - - - [6] Total Revenues $ 16,377,683 $ 15,015,537 $ 16,703,587 $ 16,833,143 $ 129,556 Expenditures: [7] Principal Payments $ 10,784,583 $ 10,341,220 $ 11,195,047 $ 11,195,047 $ - [8] Interest Payments 4,969,168 4,643,493 5,506,822 5,315,504 191,318 [9] Miscellaneous 16,100 19,750 25,000 22,200 2,800 [10] Total Expenditures $ 15,769,851 $ 15,004,463 $ 16,726,869 $ 16,532,751 $ 194,118 [11] Transfers to Other Funds $ 617,478 $ - $ - $ - [12] Ending Balance June 30 $ 20,823 $ 31,896 $ - $ 332,288 [13] Balance Assigned $ 20,823 $ 31,896 $ 332,288 Numbers may not add correctly due to rounding. 160 Northwestern Regional Educational Programs (NREP) Funds Frederick County Public Schools is the fiscal agent for the NREP program. The school divisions of Winchester City and Frederick and Clarke Counties fund the program along with some federal and state dollars. The NREP program provides intense services to multiple disabled students, emotionally disabled students, autistic students, hearing impaired students, deaf/blind students, and preschoolers with various disabilities. The program also provides outreach services to daycares and homes, as well as occupational, physical, and speech therapy services. About 200 students receive services by this program; of which, 66 percent are FCPS students. Total revenues were $5,548,596 and were $136,944 less than budgeted. This amount represents a reduction in the localities' contributions due to the distribution of the FY 2019 surplus of $166,885, as well as positive variances in interest earnings, tuition payments, and revenue from other localities of $29,942. Expenditure savings of$787,486 were realized throughout the year. The residual surplus is $517,428, which the localities will receive credit in FY 2021. The residual surplus is the result of vacancy and turnover savings in personnel and services, materials, and supplies due to COVID-19 school closures. The NREP textbook fund concluded the year with a fund balance of $10,115. The fund balance is accumulated over time and is assigned to future disbursements driven by textbook adoption requirements. Sources of Funds 2% Uses of Funds 1% Billings to School 5%� Instruction Operating Fund 01AAdministration Billings to Other School Divisions Operations& State&Other Maintenance Other 1638 161 Frederick County Public Schools Northwestern Regional Educational Programs (NREP) Funds Year Ended June 30,2020 [a] [b] [c] [d] [e] 2019-20 Variance 2017-18 2018-19 Adjusted 2019-20 from OPERATING FUND Actual Actual Budget Actual Adj.Budget Beginning Balance at July 1 $ 315,243 $ 453,144 $ 300,000 $ 166,885 $ (133,115) REVENUES: [1] Interest $ 11,010 $ 13,832 $ - $ 3,472 $ 3,472 [2] Tuition 7,967 5,640 - 4,080 4,080 [3] Revenue from Commonwealth 39,444 26,000 26,000 26,000 - [4] Revenue from Other Localities - 25,680 - 22,390 22,390 [5] Local Funds--Frederick County, - - - - - Winchester City,and Clarke County 4,849,322 4,780,015 5,659,540 5,492,655 (166,885) [6] TOTAL REVENUES $ 4,907,743 $ 4,851,167 $ 5,685,540 $ 5,548,596 $ (136,944) EXPENDITURES: [7] Instruction $ 3,891,592 $ 4,244,065 $ 4,704,981 $ 4,282,245 $ 422,736 [8] Administration,Attendance&Health 202,805 210,356 240,443 239,946 497 [9] Pupil Transportation Services 5,858 4,795 5,000 3,345 1,655 [10] Operations and Maintenance 615,054 622,542 650,978 593,934 57,044 [11] Food Services - - - - - [12] Fund Transfers/Contingency - - 300,000 - 300,000 [13] Technology 54,532 55,669 84,138 78,584 5,555 [14] TOTAL EXPENDITURES $ 4,769,842 $ 5,137,426 $ 5,985,540 $ 5,198,054 $ 787,486 [15] Ending Balance at June 30 $ 453,144 $ 166,885 $ - $ 517,428 [16] Balance Committed $ 453,144 $ 166,885 $ 517,428 TEXTBOOK FUND Balance at July 1 $ 63,010 $ 49,524 $ 40,000 $ 40,255 $ 255 REVENUES: [1] Interest $ 665 $ 758 $ - $ 201 $ 201 [2] Transfers from NREP Operating Fund - - - - [3] TOTAL REVENUES $ 665 $ 758 $ - $ 201 $ 201 EXPENDITURES: [4] Payments for Textbooks $ - $ 10,027 $ 40,000 $ 26,738 $ 13,262 [5] Payments for Technology Software/Devices 14,151 - - 3,602 (3,602) [6] TOTAL EXPENDITURES $ 14,151 $ 10,027 $ 40,000 $ 30,341 $ 9,659 Balance at June 30 $ 49,524 $ 40,255 $ - $ 10,115 [7] Balance Committed $ 49,524 $ 40,255 $ 10,115 Numbers may not add correctly due to rounding. 1739 162 Private Purpose Funds The school division maintains a private-purpose endowment fund and a private-purpose income fund. The endowment fund activity includes contributions and management expenses associated with the principal or corpus. The income fund activity includes miscellaneous restricted donations, interest postings, disbursements, and fund transfers. Fund balances are brought forward each year into the next fiscal period. The fund balance at June 30, 2020, is comprised of the following: Private-Purpose Private-Purpose _ Endowment Balance _ Income Fund Balance Armstrong Foundation Scholarship $224,861 $ 16,105 Della Stine Scholarship $ 13,465 $ 1,229 Axalta Scholarship N/A $ 0 Clyde &Alfretta M. Logan Scholarship N/A $ 30,000 Millholland Scholarship N/A $ 5,000 Bright Futures Program N/A $216,049 Teacher of the Year N/A $ 11 FCPS101 N/A $ 1,159 Preschool Donations N/A $ 75,000 Total $238,326 $344,553 Private-Purpose Endowment Funds ➢ Armstrong Foundation Scholarship Fund—This fund accounts for funds provided by the Armstrong Foundation. Earnings are used to provide scholarships to deserving students of the Frederick County, Virginia schools. ➢ Della Stine Scholarship—This fund accounts for funds provided by a private donor. Earnings on fund assets may be used to provide a scholarship to a deserving student who attended Dowell J. Howard Learning Center. Private-Purpose Income Fund ➢ The Armstrong Foundation, Della Stine, Axalta, Clyde and Alfretta M. Logan, and Millholland Scholarship Funds are used for the restricted purpose of providing scholarships to students at the three Frederick County high schools. The two endowed funds are used to support the respective annual scholarship when interest income is insufficient. ➢ Bright Futures is a non-profit organization that helps schools connect student needs with resources that already exist in the community. Donated resources can be in the form of money, supplies, or time. ➢ The Teacher of the Year award is presented each year during convocation. The recipient receives a plaque, a ring featuring the school division's logo, a Chromebook, and a spending account to be used for instructional materials, supplies, or travel. ➢ FCPS101 is a community engagement program designed to provide community members an opportunity to learn more about FCPS operations, instructional, and administration services. Costs of this program are funded through private donations. ➢ The Preschool Donation is provided to support preschool program operational expenses. 1840 163 Frederick County Public Schools Private Purpose Funds Year Ended June 30, 2020 [a] [b] [c] [d] FY18-19 FY18-19 FY19-20 FY19-20 Private-Purpose Private-Purpose Private-Purpose Private-Purpose Endowment Income Endowment Income [1] Beginning Balance July 1 $ 238,326 $ 139,752 $ 238,326 $ 206,622 REVENUES: [2] Interest on Bank Accounts $ - $ 7,385 $ - $ 5,681 [3] Interest on Investments [4] Donations and Grants 118,282 228,184 [5] Transfers from Other Funds [6] Investment Earnings [7] TOTAL REVENUES $ - $ 125,667 $ - $ 233,865 EXPENDITURES: [8] Personnel $ - $ 10,617 $ - $ 11,201 [9] Scholarship Payments - 15,500 - 500 [10] Other Expenses - 5,306 - 8,424 [11] Other Operating Supplies - 261810 - 72,066 [12] Instructional Supplies - 563 - 3,067 [13] Technology Hardware - - - 676 [14] Transfers to Other Funds - - - - [15] TOTAL EXPENDITURES $ - $ 58,797 $ - $ 95,934 [16] Ending Balance June 30 $ 238,326 $ 206,622 $ 238,326 $ 344,553 [17] Balance Restricted $ 238,326 $ 206,622 $ 238,326 $ 344,553 Numbers may not add correctly due to rounding. 1941 164 Consolidated Services Fund The consolidated services fund accounts for the transaction activity associated with building services provided to county buildings and the Handley Regional Library, as well as vehicle services provided to the school division and outside agencies. The transportation facility is located on Route 522 south and is equipped for fleet maintenance and fueling services to support the school division, some county offices and departments, and volunteer fire and rescue stations. The facility operations include vehicle repairs, tire changing, washing and fueling, and inspections. The facility is staffed by heavy-duty and light-duty mechanics. Most of the service mechanics hold Automotive Service Excellence (ASE) certifications in their respective fields. Fleet services are billed to user agencies on a cost recovery basis. The charges are comprised of full recovery of all direct and indirect expenses associated with the service provided. FY 2020 revenues totaled $2,853,326, and expenses totaled $2,814,626. Revenues are over expenditures by $38,700 and are added to fund balance. Ending fund balance of $465,023 includes $398,260 inventory value at fiscal yearend. The residual $66,763 in fund balance is assigned and carried-forward to the next fiscal year to support consolidated services operation. Sources of Funds Uses of Funds Billings to School Operating Fund Personnel i ■Billings to Outside ■Operating Agencies 2o42 165 Frederick County Public Schools Consolidated Services Fund Year Ended June 30, 2020 [a] [b] [c] [d] [e] 2019-20 Variance 2017-18 2018-19 Adjusted 2019-20 from Actual Actual Budget Actual Adj. Budget Beginning Balance July 1 $ 333,598 $ 379,182 $ 438,152 $ 426,324 $ (11,828) [1] Revenue: [2] Building Services Billings to Regional Library Board 6,618 7,518 9,000 11,046 2,046 Billings to County Government 2,470 613 6,000 58 (5,942) Sub-total Building Services $ 9,088 $ 8,130 $ 15,000 $ 11,104 $ (3,896) [3] Vehicle Services Billings to FCPS $ 2,453,672 $ 2,609,433 $ 2,620,943 $ 2,461,009 $ (159,934) Billings to Outside Agencies 445,717 446,278 525,384 380,691 (144,692) Other Receipts 1,510 758 521 521 0 Sub-total Vehicle Services $ 2,900,898 $ 3,056,469 $ 3,146,848 $ 2,842,221 $ (304,627) [4] Transfers from School Operating Fund $ - $ - $ - $ - $ - [5] Prior Year Encumbrances $ - $ - $ - $ - $ - [6] Total Receipts $ 2,909,987 $ 3,064,599 $ 3,161,848 $ 2,853,326 $ (308,522) Total Receipts and Beginning Balance $ 3,243,585 $ 3,443,781 $ 3,600,000 $ 3,279,649 [7] Expenditures: [8] Building Services County Administration Building $ 2,470 $ 613 $ 6,000 $ 58 $ 5,942 Bowman Regional Library 6,618 7,518 11,377 11,046 331 Sub-total Building Services $ 9,088 $ 8,130 $ 17,377 $ 11,104 $ 6,273 [9] Vehicle Services Salaries $ 737,965 $ 770,090 $ 941,521 $ 807,137 $ 134,384 Fringe Benefits 234,299 249,953 321,405 301,527 19,878 Purchased Services 33,614 36,274 242,336 33,461 208,875 Other Charges 87,833 82,487 94,655 60,796 33,858 Materials and Supplies 1,754,803 1,870,524 1,982,706 1,600,600 382,106 Capital Outlay 6,800 - - - - Sub-total Vehicle Services $ 2,855,314 $ 3,009,327 $ 3,582,623 $ 2,803,521 $ 779,101 [10] Total Expenditures $ 2,864,403 $ 3,017,458 $ 3,600,000 $ 2,814,626 $ 785,374 [11] Revenues Over/(Under)Expenditures $ 45,584 $ 47,141 $ 38,700 [12] Ending Balance June 30 $ 379,182 $ 426,324 $ 465,023 [13] Balance Nonspendable, Inventory $ 367,788 $ 413,912 $ 398,260 [14] Balance Assigned $ 11,394 $ 12,412 $ 66,763 Numbers may not add correctly due to rounding. 2143 166 Insurance Reserve Fund The insurance reserve fund accounts for premiums received and health claims and health clinic activities paid for participating employees. The fund balance is generated from medical and dental premiums paid by the school system and employees exceeding insurance carrier payments for those claims. Likewise, the fund balance could decrease for claims and activities exceeding premiums collected. A range for projected claims expense and health care utilization is prepared by the insurance carrier. Premiums are set within the projected range. The health insurance program provided coverage for just over 1,800 FCPS employees and retirees plus their dependents. The program includes two medical plan options, one vision, and one dental plan—all provided by Anthem. The two medical plan options are known as KeyCare 25 and the Health Savings Account (HSA). Beginning school year 2020-21, participating employees and their dependents will have access to the new on-site health care clinic provided through partnership with Care Team, LLC. The on-site health clinic is located on Amherst Street in Winchester, designed to improve employee access to convenient health care services while decreasing time away from work. Column [e] shows the current year activity compared to expected and maximum levels shown in columns [c] and [d]. Medical and dental claims, affordable care act, on-site health clinic startup, and other expenses for FY 2020 were$18,548,231, below the expected level of$20,969,394. The insurance reserve fund fiscal year- end balance increased by$3,270,044 to an ending balance of$10,162,718. The fund balance equates to six months of projected claims activity. The fund balance is assigned to support future health claims. Columns [f] and [g] provide a range of activity projected for FY 2021. Overall, the fund needs to support about $20.5 million in expected insurance claims and health care clinic activities for the FY 2021. It is important to maintain a fund balance sufficient to support claims that exceed expectations. Sources of Funds Uses of Funds ■Employer Premiums Health Care Claims ■Employee Premiums Dental Claims ■NREP Premiums/Other Ending Fund Balance ■Beginning Fund Equity Reserve 2244 167 Frederick County Public Schools Insurance Reserve Fund Year Ended June 30,2020 [a] [b] [c] [d] [e] [f] [g] Maximum Maximum Expected Claim Expected Claim Actual Actual Activity Liability Actual Activity Liability 2017-18 2018-19 2019-20 2019-20 2019-20 2020-21 2020-21 [1] Beginning Balance July 1 $ 2,517,960 $ 2,476,552 $ 6,892,674 $ 6,892,674 $ 6,892,674 $ 10,162,718 $ 10,162,718 [1] Revenues: [2] Interest on Bank Deposits $ 74,451 $ 153,500 $ 50,000 $ 50,000 $ 133,142 $ 100,000 $ 100,000 [2] [3] Health Insurance Premiums 19,314,034 21,181,107 21,850,000 21,850,000 21,685,134 21,917,000 21,917,000 [3] [4] Donations/Grants/Other 1,664 20 [4] [5] Total Revenues $ 19,390,149 $ 21,334,627 $ 21,900,000 $ 21,900,000 $ 21,818,275 $ 22,017,000 $ 22,017,000 [5] Expenditures: [6] Contracted Activities $ 77,301 $ 77,953 $ 90,000 $ 90,000 $ 79,641 $ 90,000 $ 90,000 [6] [7] Taxes&Fees 7,255 13,576 8,119 8,200 8,200 [7] [8] Lease of Building 2,850 22,800 22,800 [8] [9] Services&Supplies 5,474 (100) 35,000 605,801 605,801 [9] [10] Health Care Claims 18,222,080 15,787,404 19,629,394 24,536,743 17,366,185 18,426,080 21,189,992 [10] [11] Dental Claims 1,119,448 1,039,672 1,250,000 1,250,000 1,056,436 1,320,000 1,320,000 [11] [12] Total Expenditures $ 19,431,557 $ 16,918,505 $ 20,969,394 $ 25,876,743 $ 18,548,231 $ 20,472,881 $ 23,236,793 [12] [13] Revenues Over/(Under)Expenditures $ (41,408) $ 4,416,122 $ 930,606 $ (3,976,743) $ 3,270,044 $ 1,544,119 $ (1,219,793) [13] [14] Ending Balance June 30 $ 2,476,552 $ 6,892,674 $ 7,823,280 $ 2,915,932 $ 10,162,718 $ 11,706,837 $ 8,942,925 [14] Numbers may not add correctly due to rounding. 2345 168 Frederick County Public Schools 1415 Amherst Street Post Office Box 3508 Winchester, Virginia 22604 540-662-3888 For more information, visit us as www.frederick.kl2.va.us 46 169 Owl COUNTY of FREDERICK Finance Department Cheryl B. Shiffler Director 540/665-5610 Fax: 540/667-0370 E-mail: cshiffle@fcva.us TO: Kris Tierney, County Administrator FROM: Cheryl B. Shiffler, Finance Director DATE: October 6, 2020 SUBJECT: Sheriff's Department Overtime At the May 2020 Finance Committee, the Sheriff requested a supplemental appropriation to cover the expected shortfall in overtime. Discussion at both the Finance Committee and Board of Supervisors meeting included why the department had such an increase in overtime from FY 18 to FY 20. Over the past several months, the Finance Department and the Sheriff's Department have worked on looking at time sheet codes and employee schedules to give an overview explaining the increase. Below is a chart that shows the categories that contributed to the increase in overtime from FY 18 to FY 20. The Finance Department could query timesheet codes for PTO, Holiday Pay and Special Assignment. Other classifications for Training, Community Events and Worker's Comp backfill had to be calculated and provided by the Sheriff's Department. Special OVERTIME Assignments Training 9% 12% Holiday Pay 9% Comm Events 6% Wrks Comp Backfill 39% 107 North Kent Street• Vy�Chester, Virginia 22601 4 170 Page 2 In looking forward, the current year could also experience a budget shortfall. The current Fiscal year has budgeted $700,000 for overtime with the first quarter of the year expending $238,757. It should be noted that the first quarter of last fiscal year was $341,203. Therefore,year to date expenditures for the first quarter reflect a decrease of $102,445. During this process,we have identified timesheet changes over the last few years that need continued discussion. All the discussions pertain to the Sheriff's contractual services to private organizations. This is referred to as Special Assignment in the Sheriff's Department. Discussion 1 Does the Board of Supervisors agree with the Sheriff's Department contracting with private entities to provide services such as traffic control and private security? Does the Board of Supervisors want to define special assignment duty? Discussion 2 If the Board supports the Sheriff contracting with private entities for traffic control and security,how will these services be billed and what costs (direct and in-direct)will be included in the hourly rate? Who maintains the contracts? Who reconciles the billing and receivables? Is there a minimum number of hours charged per assignment? Discussion 3 The timesheets have been calculated to pay special assignment hours for DUI, Church Traffic Control and security for Navy Federal at time and half and not use those hours towards total hours worked for FLSA overtime calculation. While I understand their thought process that those aren't county hours, the county continues to be the employer and subject to FLSA guidelines. This process needs to be further reviewed to assure that we are not in violation that could create a liability for the county in the future. It is my thought that overtime is based on hours worked and not the funding source. Discussion 4 Currently, an employee could be paid on the same day for special assignment hours and PTO hours. Again,the thought is that if an employee is taking PTO and wants to come in and work special assignment, they should have that opportunity. The hours used to calculate overtime include PTO hours. Is this an acceptable practice? Further discussion needs to take place at either a Committee or Board worksession. I request direction on how to continue these discussions. 48 171 BUDGET TRANSFERS SEPTEMBER 2020 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 9/10/2020 GENERAL ENGINEERING/ADMINISTRATION PURCHASE SOFTWARE 4201 5506 000 000 (2,000.00) GENERAL ENGINEERING/ADMINISTRATION 4201 5401 000 000 2,000.00 9/22/2020 FIRE AND RESCUE PURCHASE OF UTV EQUIPMENT 3505 5413 000 000 (16,297.00) FIRE AND RESCUE 3505 8005 000 000 16,297.00 9/24/2020 INFORMATION TECHNOLOGY INVOICE FROM DISYS BUDGETED IN DIFFERENT LINE ITEM 1220 5413 000 003 )20,760.00) INFORMATION TECHNOLOGY 1220 3010 000 000 20,760.00 9/24/2020 INFORMATION TECHNOLOGY TO COVER INVOICE BUDGETED IN DIFFERENT LINE ITEM 1220 5401 000 000 )132.00) INFORMATION TECHNOLOGY 1 1220190011 000 000 132.00 9/28/2020 FIRE AND RESCUE TO COVER SUPERION INVOICE PAYMENT 3505 5413 000 000 (392.99) FIRE AND RESCUE 3505 3005 000 000 392.99 10/5/2020 AGRICULTURE ADDITIONAL FUNDS FOR STORAGE FACILITY RENTAL INCREASE 8301 5401 000 000 (36.00) AGRICULTURE 8301 9002 000 000 36.00 49 172 County of Frederick General Fund September 30,2020 ASSETS FY21 FY20 Increase 9/30/20 9/30/19 (Decrease) Cash and Cash Equivalents 60,931,451.99 52,750,869.27 8,180,582.72 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: Receivable Arrears Pay Deferred 453,894.94 515,045.66 (61,150.72) *B Taxes,Commonwealth,Reimb.P/P 57,163,025.90 55,283,723.16 1,879,302.74 Streetlights 11,843.97 11,362.76 481.21 Miscellaneous Charges 43,625.05 211,666.30 (168,041.25) Due from Fred.Co.San.Auth. 657,083.23 657,083.23 0.00 Prepaid Postage 395.45 4,974.82 (4,579.37) GL controls(est.rev/est.exp) (5,817,396.46) (9,065,919.23) 3,248,522.77 (1)Attached TOTAL ASSETS 113,445,479.07 100,370,360.97 13,075,118.10 LIABILITIES Accrued Wages Payable 1,532,417.87 1,439,785.27 92,632.60 "B Retainage Payable 60,658.15 91,663.30 (31,005.15) Performance Bonds Payable 635,318.75 904,762.35 (269,443.60) Taxes Collected in Advance 186,907.53 138,897.87 48,009.66 Deferred Revenue 57,224,041.35 55,503,036.89 1,721,004.46 "C TOTAL LIABILITIES 59,639,343.65 58,078,145.68 1,561,197.97 EQUITY Fund Balance Reserved: Encumbrance General Fund 1,237,339.16 818,373.19 418,965.97 (2)Attached Conservation Easement 4,779.85 4,779.85 0.00 Peg Grant 457,784.03 371,751.60 86,032.43 Prepaid Items 949.63 949.63 0.00 Advances 657,083.23 657,083.23 0.00 Employee Benefits 0.00 0.00 0.00 Courthouse Fees 487,960.80 453,620.55 34,340.25 Historical Markers 0.00 0.00 0.00 Reserve For Capital 0.00 70,840.00 (70,840.00) Animal Shelter 1,214,020.42 1,181,179.07 32,841.35 Sheriffs Reserve 1,000.00 1,000.00 0.00 Proffers 4,085,258.38 6,413,097.26 (2,327,838.88) (3)Attached Parks Reserve 20,280.06 17,174.06 3,106.00 E-Summons Funds 199,481.85 167,905.08 31,576.77 VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance 45,003,928.01 31,698,191.77 13,305,736.24 (4)Attached TOTAL EQUITY 53,806,135.42 42,292,215.29 11,513,920.13 TOTAL LIAB.&EQUITY 113,445,479.07 100,370,360.97 13,075,118.10 NOTES: *A Cash increase includes a decrease in revenue,expenditures,transfers and an increase in fund balance(refer to the comparative statement of revenues,expenditures,transfers,and change in fund balance). "B Frederick County has converted to an arrears payroll schedule. "C Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags,and motor vehicle registration fees. 50 173 BALANCE SHEET (1)GL Controls FY21 FY20 Inc/(Decrease Estimated Revenue 197,519,484 192,727,309 4,792,175 Appropriations (87,658,831) (86,907,781) (751,050 Est.Transfers to Other Funds (116,915,389) (115,703,820) (1,211,569 Encumbrances 1,237,339 818,373 418,966 (5,817,396) (9,065,919) 3,248,523 (2)General Fund Purchase Order Balance 9/30/20 Amount Commissioner of the Revenue 7,781.49 Furniture County Office Buildings 13,915.00 Bowman Library BAS Upgrade Control 37,450.00 Touchless Faucets&Flush Values/All County Buildings 13,491.04 Touchless Soap&Paper Towel Dispensers/All County Buildings Fire and Rescue 57,177.00 Uniforms 1,067.00 Balance on(1)Continental Washer/Extractor 12,452.62 Quarterly Air Testing and Annual Compressor Maintenance 19,919.00 Scott Respirator Adapters and Filters 36,699.70 Pump,Hose,and Gound Ladder Testing 11,577.34 Truid Key Hose W/Shut Off 43,994.00 Kappler Gowns 23,729.63 3M 8511 Respirators 5,710.00 UTV Fire Suppression Skid Unit 7,094.00 Leonard Custom Cargo Trailer IT 59,700.00 Think Pad,System Imaging,LENOVO Dock 11,279.00 GPS Software 331,794.77 PSB Security Cameras,AS Video Intercom,Round Hill Access Control Cards 124,220.00 Think Pads,Imaging Laptop Configuration MIS 44,505.00 Think Pad Docking Station and(2)Laptops Parks and Recreation 35,456.00 Outdoor Fitness Equipment Clearbrook Park 4,886.92 Ballfield Diamond Mix 67,986.72 Bowman Lake Trail Project Public Works 9,687.00 Software Upgrade to Enable Remote Performance of County and State Inspection Requirements Sheriff 7,809.80 Ammunition 11,110.82 (19)Body Armor Vests with(4)Carriers 59,438.38 (132)Striker Advanced Combat Helmets 17,608.94 Net Motion VPN Upgrade Licenses/Subscription 53,264.66 2020 Transit 350 Passenger Van 7,048.83 (1)Mobile Radio fortransit passenger Van Treasurer 6,250.50 Envelopes 93,234.00 (3)Mail Folders/Inserters Total 1,237,339.16 Designated (3)Proffer Information Other SCHOOLS PARKS FIRE&RESCUE Projects TOTAL Balance 9/30/20 1,039,211.95 261,023.70 749,574.47 2 448.261 4,085,258.38 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.lmp. 10,000.00 Rt.50 Rezoning 25,000.00 Rt.656&657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 122,557.00 Solid Waste 12,000.00 Stop Lights 52,445.00 Treasurer 700.00 Freedom Manor Transportation 4,250.00 BPG Properties/Rt.11 Corridor 330,000.00 Blackburn Rezoning 452,745.00 Clearbrook Bus.Ctr.Rezoning 2,500.00 Total 2,035,448.26 Other Proffers 9/30/20 (4)Fund Balance Adjusted Beginning Balance 9/20 50,806,327.04 Revenue 9/20 18,060,560.39 Expenditures 9/20 (22,074,157.95) Transfers 9/20 (1,788,801.47) Ending Balance 9/20 45,003,928.01 51 174 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance September 30,2020 FY21 FY20 YTD REVENUES: 9/30/20 9/30/19 Actual Appropriated Actual Actual Variance General Property Taxes 135,657,816.00 6,582,895.29 5,111,845.09 1,471,050.20 (1) Other local taxes 39,705,976.00 4,449,496.10 4,578,323.81 (128,827.71) (2) Permits&Privilege fees 2,266,235.00 592,776.29 626,771.65 (33,995.36) (3) Revenue from use of money and property 1,395,998.80 117,433.72 578,024.85 (460,591.13) (4) Charges for Services 3,498,694.00 383,830.33 725,269.45 (341,439.12) Miscellaneous 542,972.29 50,004.26 85,425.65 (35,421.39) Recovered Costs 1,910,958.00 482,864.51 249,269.62 233,594.89 (5) Proffers 354,472.15 432,264.79 (77,792.64) (5) Intergovernmental: Commonwealth 12,383,359.00 5,035,068.57 5,098,787.11 (63,718.54) (6) Federal 157,474.73 11,719.17 19,337.85 (7,618.68) (7) Insurance Recoveries 0.00 0.00 7,703.11 (7,703.11) Transfer from Co.Capital Fd.(BOS FD) 0.00 0.00 2,166,516.18 (2,166,516.18) TOTAL REVENUES 197,519,483.82 18,060,560.39 19,679,539.16 (1,618,978.77) EXPENDITURES: General Administration 14,794,466.07 5,189,889.45 7,227,395.92 (2,037,506.47) Judicial Administration 3,138,849.42 614,195.47 745,925.50 (131,730.03) Public Safety 43,390,395.30 10,681,528.15 10,820,350.08 (138,821.93) Public Works 6,297,319.56 1,379,204.55 1,051,850.71 327,353.84 Health and Welfare 11,203,633.00 2,321,181.60 2,286,520.51 34,661.09 Education 81,308.00 20,327.00 20,327.00 0.00 Parks, Recreation, Culture 7,800,750.63 1,500,280.63 2,128,868.26 (628,587.63) Community Development 2,233,723.91 367,551.10 362,392.43 5,158.67 TOTAL EXPENDITURES 88,940,445.89 22,074,157.95 24,643,630.41 (2,569,472.46) (8) OTHER FINANCING SOURCES( USES): Operating transfers from/to 115,633,773.55 1,788,801.47 7,542,018.27 (5,753,216.80) (9) Excess(deficiency)of revenues&other sources over expenditures &other uses (7,054,735.62) (5,802,399.03) (12,506,109.52) (6,703,710.49) Fund Balance per General Ledger 50,806,327.04 44,204,301.29 6,602,025.75 Fund Balance Adjusted to reflect 45,003,928.01 31,698,191.77 13,305,736.24 Income Statement 9/30/20 52 175 (1)General Property Taxes FY21 FY20 Increase/Decrease Real Estate Taxes 2,328,672 1,939,820 388,852 Public Services - (634) 634 Personal Property 3,883,367 2,867,456 1,015,912 Penalties and Interest 226,648 173,239 53,409 Credit Card Chgs./Delinq.Advertising (14,094) (17,905) 3,811 Adm.Fees For Liens&Distress 158,302 149,870 8,432 6,582,895 5,111,845 1,471,050 (2)Other Local Taxes Local Sales Tax 1,417,136.00 1,310,705.21 106,430.79 Communications Sales Tax 87,068.72 96,172.02 (9,103.30) Utility Taxes 514,079.58 634,634.30 (120,554.72) Business Licenses 664,378.43 821,303.43 (156,925.00) �1 Auto Rental Tax 29,608.30 29,150.06 458.24 Motor Vehicle Licenses Fees 113,654.93 98,453.77 15,201.16 Recordation Taxes 700,154.43 593,007.18 107,147.25 Meals Tax 798,224.96 833,379.64 (35,154.68) Lodging Tax 124,864.60 161,194.21 (36,329.61) Street Lights 236.15 263.99 (27.84) Star Fort Fees 90.00 60.00 30.00 Total 4,449,496.10 4,578,323.81 (128,827.71) (3)Permits&Privileges Dog Licenses 14,107.00 15,071.00 (964.00) Transfer Fees 1,133.10 955.80 177.30 Development Review Fees 92,788.50 98,369.00 (5,580.50) Building Permits 343,465.52 370,972.09 (27,506.57) 2%State Fees 8,331.17 8,973.76 (642.59) Electrical Permits 31,450.00 44,430.00 (12,980.00) Plumbing Permits 4,461.00 12,957.00 (8,496.00) Mechanical Permits 40,793.00 20,778.00 20,015.00 Sign Permits 1,050.00 2,700.00 (1,650.00) Blasting Permits 430.00 105.00 325.00 Institutional Inspections Permit 200.00 - 200.00 Land Disturbance Permits 54,567.00 51,460.00 3,107.00 Total 592,776.29 626,771.65 (33,995.36) (4)Revenue from use of Money 56,018.35 561,374.94 (505,356.59) �2 Property 61,415.37 16,649.91 44,765.46 Total 117,433.72 578,024.85 (460,591.13) *1 Previous year increased assessments and forced collections. *2 Difference is due to lower interest rates. 53 176 (5)Recovered Costs FY21 FY20 Increase/Decrease 9/30/2020 9/30/2019 Recovered Costs Social Services 19,736.55 19,961.77 (225.22) Purchasing Card Rebate 180,864.99 - 180,864.99 *1 Recovered Cost Fire Companies 74,999.00 74,999.00 - Recovered Costs Sheriff 48,985.00 15,250.00 33,735.00 Reimbursement Circuit Court 2,136.31 2,258.24 (121.93) Reimb.Public Works/Planning Clean Up - 200.00 (200.00) Clarke County Container Fees 23,326.98 15,225.34 8,101.64 City of Winchester Container Fees 17,085.82 8,368.16 8,717.66 Refuse Disposal Fees 44,299.99 27,793.73 16,506.26 Recycling Revenue 9,901.00 3,992.98 5,908.02 Sheriff Restitution 123.85 97.53 26.32 Container Fees Bowman Library 396.89 433.73 (36.84) Restitution-Other - 3,000.00 (3,000.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 4,106.53 7,275.90 (3,169.37) Reimb.Task Force 18,437.18 23,815.88 (5,378.70) Comcast PEG Grant 21,980.00 22,424.00 (444.00) Fire School Programs 10,660.00 9,829.00 831.00 Clerks Reimbursement to County 3,079.28 2,440.72 638.56 Reimb.Sheriff 2,745.14 11,153.64 (8,408.50) Subtotal Recovered Costs 482,864.51 249,269.62 233,594.89 Proffer Redbud Run - 12,908.00 (12,908.00) Proffer Southern Hills 89,452.58 76,673.64 12,778.94 Proffer Snowden Bridge 213,959.57 249,392.85 (35,433.28) Proffer Cedar Meadows 48,810.00 34,167.00 14,643.00 Proffer Freedom Manor 2,250.00 250.00 2,000.00 Proffer The Village At Middletown - 58,873.30 (58,873.30) Subtotal Proffers 354,472.15 432,264.79 (77,792.64) Grand Total 837,336.66 681,534.41 155,802.25 *1 Timing of receipt of revenue in previous year. 54 177 (6)Commonwealth Revenue FY21 FY20 9/30/20 9/30/19 Increase/Decrease Motor Vehicle Carriers Tax 35,394.04 36,457.81 (1,063.77) Mobile Home Titling Tax 16,920.00 31,093.50 (14,173.50) Recordation Taxes - 118,725.64 (118,725.64) *1 P/P State Reimbursement 2,610,611.27 2,610,611.27 - State Noncateforical Funding 7,056.00 - 7,056.00 Shared Expenses Comm.Atty. 66,080.37 86,439.08 (20,358.71) Shared Expenses Sheriff 364,324.33 375,086.26 (10,761.93) Shared Expenses Comm.of Rev. 35,228.95 37,091.43 (1,862.48) Shared Expenses Treasurer 26,808.14 26,637.31 170.83 Shared Expenses Clerk 62,625.70 69,036.88 (6,411.18) Public Assistance Grants 1,211,074.88 1,190,254.18 20,820.70 Emergency Services Fire Program 286,630.00 273,930.00 12,700.00 DMV Grant Funding - 6,951.03 (6,951.03) Parks State Grants 69,351.58 - 69,351.58 State Grant Emergency Services 2,772.00 39,646.20 (36,874.20) Sheriff State Grants - 4,972.10 (4,972.10) JJC Grant Juvenile Justice 32,090.00 32,090.00 - Rent/Lease Payments 47,094.16 58,940.62 (11,846.46) Wireless 911 Grant 46,707.82 44,196.11 2,511.71 State Forfeited Asset Funds 1,749.78 4,639.81 (2,890.03) Victim Witness-Commonwealth Office 112,549.55 51,987.88 60,561.67 Total 5,035,068.57 5,098,787.11 (63,718.54) *1 Timing of receipt of revenue in current year. 55 178 County of Frederick General Fund September 30, 2020 (7) Federal Revenue FY21 FY20 Increase/Decrease Federal Forfeited Assets 5,349.82 - 5,349.82 Federal Funds Sheriff 6,369.35 19,337.85 (12,968.50) Total 11,719.17 19,337.85 (7,618.68) (8) Expenditures Expenditures decreased $2.6 million. General Administration decreased $2 million and reflects the purchase of Sunnyside Plaza for $2,104,371 in the previous year. Public Works increased $327,353.84 and includes $188,800.00 for the Albin Compactor Site. The Parks and Recreation decrease of$628,587.63 was impacted by the Clearbrook Park Parking Expansion Project and the Sherando Park Recreation Access Project in FY20. The transfers decreased $5,753,216.80. See chart below. (9)Transfers Decreased $5,753,216.80 FY21 FY20 Increase/Decrease Transfer to School Operating Fund 1,397,457.67 225,545.15 1,171,912.52 *1 Transfer to Debt Service County 206,031.22 201,219.13 41812.09 *2 Operational Transfers 185,312.58 115,253.99 70,058.59 *3 Reserve for Capital - 1 7,000,000.00 (7,000,000.00) Total 1,788,801.47 1 7,542,018.27 (5,753,216.80) *1 School Operating FY21 was$1,397,457.67 C/F Encumbrances and $225,545.15 FY20 C/F Encumbrances. *2 Payments include the Bowman Library and the City of Winchester for Courtroom, Roof,and HVAC Projects. *3 Timing of Insurance Charge Outs. 56 179 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER September 30, 2020 ASSETS FY21 FY20 Increase 9/30/20 9/30/19 (Decrease) Cash 10,152,348.47 10,645,448.61 (493,100.14) *1 Receivable Arrears Pay Deferred 124,819.48 137,287.76 (12,468.28) Receivables Other 0.00 0.00 0.00 GL controls(est.rev/est.exp) (1,425,814.00) (2,048,036.07) 622,222.07 TOTAL ASSETS 8,851,353.95 8,734,700.30 116,653.65 LIABILITIES Accrued Wages Payable 440,238.90 425,780.15 14,458.75 Accrued Operating Reserve Costs 2,679,115.00 2,614,497.00 64,618.00 TOTAL LIABILITIES 3,119,353.90 3,040,277.15 79,076.75 EQUITY Fund Balance Reserved Encumbrances 41,523.56 127,067.02 (85,543.46) Undesignated Fund Balance 5,690,476.49 5,567,356.13 123,120.36 *2 TOTAL EQUITY 5,732,000.05 5,694,423.15 37,576.90 TOTAL LIABILITY & EQUITY 8,851,353.95 8,734,700.30 116,653.65 NOTES: *1 Cash decreased $493,100.14. Refer to the following page for comparative statement of revenues expenditures and changes in fund balance. *2 Fund balance increased $123,120.36. The beginning balance was $6,695,415.04 and includes adjusting entries, budget controls FY21($1,441,534.00) and the year to date revenue less expenditures $436,595.45. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing: 19,424.22 Compensation Board Reimbursement 9/20 500,392.54 Total 519,816.76 57 180 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance September 30, 2020 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21 FY20 REVENUES: 9/30/20 9/30/19 YTD Actual Appropriated Actual Actual Variance Credit Card Probation - 140.01 122.76 17.25 Interest 100,000.00 - - - Supervision Fees 87,376.00 8,332.50 11,715.00 (3,382.50) Drug Testing Fees 1,000.00 - - - Work Release Fees 380,000.00 39,207.00 67,543.29 (28,336.29) Prisoner Fees From Other Localities 0.00 79.32 Federal Bureau Of Prisons 0.00 0.00 935.00 (935.00) Local Contributions 7,706,061.00 3,263,766.75 3,786,268.50 (522,501.75) Miscellaneous 14,000.00 3,753.15 3,441.04 312.11 Phone Commissions 600,000.00 38,216.60 35,293.64 2,922.96 Food &Staff Reimbursement 82,000.00 10,244.15 7,978.10 2,266.05 Elec.Monitoring Part.Fees 126,000.00 10,228.64 14,397.19 (4,168.55) Share of Jail Cost Commonwealth 1,275,000.00 0.00 0.00 0.00 Medical & Health Reimb. 58,000.00 5,799.27 8,770.15 (2,970.88) Shared Expenses CFW Jail 5,750,000.00 820,210.75 841,127.09 (20,916.34) State Grants 365,050.00 0.00 0.00 0.00 D.J.C.P. Grant 0.00 0.00 0.00 0.00 Local Offender Probation 247,933.00 0.00 0.00 0.00 Bond Proceeds 0.00 0.00 1,236,529.57 (1,236,529.57) Transfer From General Fund 5,520,958.00 1,380,239.50 1,267,884.50 112,355.00 TOTAL REVENUES 22,313,378.00 5,580,138.32 7,282,085.15 (1,701,867.51) EXPENDITURES: 23,780,715.56 5,143,542.87 5,105,078.47 38,464.40 Excess(Deficiency)of revenues over expenditures (1,467,337.56) 436,595.45 2,177,006.68 (1,740,411.23) FUND BALANCE PER GENERAL LEDGER 5,253,881.04 3,390,349.45 1,863,531.59 Fund Balance Adjusted To Reflect 5,690,476.49 5,567,356.13 123,120.36 Incomes Statement 9/30/2020 _ 58 181 County of Frederick Fund 12 Landfill September 30, 2020 FY21 FY20 Increase ASSETS 9/30/20 9/30/19 (Decrease) Cash 37,696,075.36 38,829,321.46 (1,133,246.10) Receivables: Accounts Receivable 6,584.62 24,905.02 (18,320.40) Fees 868,424.08 841,726.63 26,697.45 *1 Receivable Arrears Pay Deferred 21,520.06 28,291.11 (6,771.05) Allow.Uncollectible Fees (84,000.00) (84,000.00) 0.00 Fixed Assets 56,682,005.22 52,132,978.40 4,549,026.82 Accumulated Depreciation (35,591,828.07) (33,332,386.56) (2,259,441.51) GL controls(est.rev/est.exp) (2,665,927.00) (2,506,831.30) (159,095.70) TOTAL ASSETS 56,932,854.27 55,934,004.76 998,849.51 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay 195,919.35 175,948.75 19,970.60 Accrued Remediation Costs 14,012,177.36 13,590,045.91 422,131.45 *2 Deferred Revenue Misc.Charges 6,584.62 28,291.11 (21,706.49) Accrued Wages Payable 57,529.70 55,847.62 1,682.08 TOTAL LIABILITIES 14,272,211.03 13,850,133.39 420,395.56 EQUITY Fund Balance Reserved: Encumbrances 5,771.00 1,083,271.00 (1,077,500.00) *3 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 32,796,430.24 31,142,158.37 1,654,271.87 *4 TOTAL EQUITY 42,660,643.24 42,083,871.37 576,771.87 TOTAL LIABILITY AND EQUITY 56,932,854.27 55,934,004.76 998,849.51 NOTES: *1 Landfill receivables decreased$18,320.40. Landfill fees at 9/20 were$682,004.24 compared to$625,939.81 at 9/19 for an increase of$56,064.43. Delinquent fees at 9/20 were$234,758.13 compared to$237,144.86 at 9/19 for a decrease of$2,386.73. *2 Remediation increased$422,131.45 that includes$316,375.00 for post closure and$105,756.45 in interest. *3 The encumbrance balance at 9/30/20 was$5,771.00 for a blower. *4 Fund balance increased$1,654,271.87. The beginning balance was$34,554,088.65 and includes adjusting entries,budget controls for FY21 ($1,273,430.00),C/F($1,327,298.00),and$843,069.59 for year to date revenue less expenses. 59 182 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance September 30, 2020 FUND 12 LANDFILL FY21 FY20 YTD REVENUES 9/30/20 9/30/19 Actual Appropriated Actual Actual Variance Credit Card Charges 0.00 1,015.16 1,822.63 (807.47) Interest on Bank Deposits 300,000.00 3,541.50 31,514.87 (27,973.37) Salvage and Surplus 110,000.00 37,623.50 33,747.30 3,876.20 Sanitary Landfill Fees 7,268,650.00 1,777,132.69 1,752,877.52 24,255.17 Charges to County 0.00 180,544.45 160,042.50 20,501.95 Charges to Winchester 0.00 53,511.70 41,003.95 12,507.75 Tire Recycling 181,640.00 98,588.38 77,874.32 20,714.06 Reg.Recycling Electronics 80,000.00 6,505.00 14,374.00 (7,869.00) Greenhouse Gas Credit Sales 10,000.00 0.00 3,200.00 (3,200.00) Miscellaneous 0.00 0.00 105.00 (105.00) Renewable Energy Credits 55,714.00 6,269.90 18,757.10 (12,487.20) Landfill Gas To Electricity 367,920.00 66,047.99 53,833.82 12,214.17 Insurance Recoveries 0.00 0.00 0.00 0.00 TOTAL REVENUES 8,373,924.00 2,230,780.27 2,189,153.01 41,627.26 Operating Expenditures 5,840,465.00 818,406.63 882,520.48 (64,113.85) Capital Expenditures 5,205,157.00 569,304.05 371,787.27 197,516.78 TOTAL Expenditures 11,045,622.00 1,387,710.68 1,254,307.75 133,402.93 Excess(defiency)of revenue over expenditures (2,671,698.00) 843,069.59 934,845.26 (91,775.67) Fund Balance Per General Ledger 31,953,360.65 30,207,313.11 1,746,047.54 FUND BALANCE ADJUSTED 32,796,430.24 31,142,158.37 1,654,271.87 60 183 County of Frederick,VA Report on Unreserved Fund Balance October 7,2020 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 (376,014) Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) (567,425) Fund Balance,October 7,2020 50,806,327 61 184 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Planning Commission Business - Public Hearings Title: 2035 Comprehensive Plan Amendment CPPA#01-20 Waverly Farm Sewer and Water Service Area (SWSA) Inclusion Request. Proposed Expansion of the SWSA Boundary to Include the Following Parcels, Totaling Approximately 171 Acres: 33-A-69, 33-A-70, 33-A-71, 33-A-73, 33-A-74, 33-A-75, 44-A-78, 44-A-78A, 44-A-78B, 44-A-78C, 44-A-79, 44-A-80, and 44-A-80A. These Properties are Currently Designated in the 2035 Comprehensive Plan for Future Mixed Use Industrial/Office and Industrial Land Uses, and are Located West and Adjacent to Interstate 81, South of Hopewell Road and are in the Stonewall Magisterial District. Attachments: BOS 10-28-20CPPAO1-20Waver1yFarm CPPASWSARequest.pdf 185 COQ e COUNTY of FREDERICK Department of Planning and Development 540/665-5651 Fax: 540/665-6395 MEMORANDUM TO: Frederick County Board of Supervisors FROM: Candice E. Perkins, AICP, CZA, Assistant Director RE: Public Hearing- Comprehensive Plan Amendment 401-20 -Waverly Farm Sewer and Water Service Area (SWSA) Expansion Request Northeast Frederick Land Use Plan (NELUP) DATE: October 22, 2020 This is a public hearing for Comprehensive Plan Amendment request 901-20 for Waverly Farm. The properties proposed with this request are located west and adjacent to Interstate-81, south of Hopewell Road and are in the Stonewall Magisterial District. The SWSA currently encompasses 51.36+/- acres west and adjacent to the I-81 interchange. The properties are currently zoned RA (Rural Areas)Zoning District and are utilized for agricultural purposes. The Northeast Frederick Land Use Plan (NELUP) shows the area inside of and surrounding the current limits of the SWSA with a mixed use industrial/office land use designation; the remainder of the area is planned for future industrial land uses. With this amendment a SWSA expansion is proposed for a total of 171 +/- acres (PINS: 33-A-69, 33-A-70, 33-A-71, 33-A-73, 33-A-74, 33-A-75, 44-A-78, 44-A-78A, 44-A-78B, 44-A-78C, 44- A-79, 44-A-80, and 44-A-80A). Staff would note that the Wavery Farm request was submitted for the inclusion of four parcels (PINS 33-A-69, 33-A-70, 44-A-80 and 44-A-80A),totaling 145.5 acres, into the boundary of the SWSA The expanded SWSA area of 171 acres incudes properties between the Waverly Farm request and Hopewell Road. This addition will facilitate a cleaner SWSA boundary line. Text is also proposed for inclusion in the NELUP narrative in Appendix I pertaining to the SWSA. Staff Conclusion: The Planning Commission held a public hearing for this amendment at their meeting on October 21, 2020; the Commission recommended approval of the SWSA expansion and the proposed NELUP text. This amendment is presented to the Board of Supervisors for public hearing. Staff is seeking a decision from the Board of Supervisors on the SWSA expansion request for Waverly Farm, totaling 171 acres, and the text for the NELUP—Appendix I. 186 CPPA#01-20—Waverly Farm October 22,2020 Page 2 CPPA#01-20—Waverly—Application History: CPPC Recommendation — July 2020: Further study, as requested in the application: The Comprehensive Plans and Programs Committee (CPPC) discussed this request at their July 13, 2020 meeting. The comments provided by Frederick Water were also discussed. Frederick Water indicated that the water and sewer planning efforts in the northeastern area of Frederick County had evolved since this area was last evaluated by the CPPC in 2019. While water infrastructure is being developed in support of future land uses in the Northeast,sewer will not be readily available in this area soon. The CPPC recommended sending the request forward for further study as an individual amendment. The Committee also supported a future a larger land use study of the entire Northeastern Land Use Plan (NELUP) that reexamines land use, transportation, and utility availability. Joint Work Session — August 12, 2020: The Board of Supervisors and Planning Commission held a joint work session on August 12, 2020 and discussed the requested Waverly SWSA expansion request. The consensus reached following the discussion is that the Waverly Farm request and a SWSA study(boundary,capacity,property lines)be studied separately but following a simultaneous timeline. Frederick Water Recommendations - Since the August work session, Frederick Water has worked to analyze the SWSA and their ability to serve areas currently shown in the NELUP with a future planned land that are outside of the SWSA boundary. These areas,while designated with a future land use, are outside the limits of the SWSA and therefore do not have the ability to connect to public water and sewer if available. Frederick Water's analysis includes the Waverly CPPA area as well as the larger overall NELUP SWSA boundary adjustments proposed. The Frederick Water Board of Directors adopted their"Recommended SWSA Revisions in the Route 11 North Corridor" on September 15, 2020. Their recommended SWSA revisions are: It is recommended that the SWSA boundary be adjusted to remove some areas from the SWSA when planned land uses clearly would not require Frederick Water's water and sanitary sewer services, and the addition of areas when planned land uses would require Frederick Water's water and sanitary sewer services. The recommendations also emphasize that private investment in sewer conveyance and treatment will be necessary to achieve the future planned land uses identified in the County's 2035 Comprehensive Plan's NELUP. The private investment may be facilitated via Grant-in-Aid agreements similar to that utilized to bring sanitary sewer to this area of the County in early 2000; private upfront investment for 15-year capacity reservations and perpetual sewer availability fee credits equal to the property owner's initial investment value. 1) SWSA revisions a) Removal of 681.97-acres from the SWSA. These land areas are identified for future planned extractive mining land uses. b) Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. These recommended SWSA-additions were 187 CPPA#01-20—Waverly Farm October 22,2020 Page 3 previously unsuccessful property owner initiated Comprehensive Plan Amendments (CPPAs). c) Net change results in 335.43-acre addition to the SWSA. 2) Sewer Conveyance Improvements (0-10 years) a)Add SCADA to all pump stations serving the NEL UP area. Estimated at$20,000 per pump station. b) Upgrade the VDOT sanitary sewer pump station to accommodate 2.250MGD flows. Estimated at$2,100,000. c) Upgrade forcemain downstream of VDOT pump station past Rutherford Crossing shopping center. Estimated at$2,000,000. d) Upgrade the Stephenson Regional sanitary sewer pump station. This upgrade should increase the capacity of the pump station to its previously designed maximum flow rate. Estimated at$300,000. 3) Wastewater Treatment capacity expansion (10-20 years) a) Expand OWRF or construction a new wastewater treatment plant in NELUP to increase treatment capacity. Size the additional treatment capacity at 6 MGD, possibly an initial phase of 2 MGD. Estimated at$50,000,000 CPPC Recommendation — September 2020: The Comprehensive Plans and Programs Committee (CPPC) discussed the Waverly request at their September 14, 2020 meeting. The CPPC acknowledged that the future land uses (mixed use industrial/office land use) and proposed transportation network are intended to remain as currently adopted in the NELUP and the only changes pertain to the SWSA and the addition of the NELUP text. The CPPC recommended approval of the Waverly SWSA expansion with a total expanded area of 171 +/- acres and recommended approval of the NELLUP text drafted by staff. Planning Commission Discussion: The Planning Commission discussed this item at their meeting on October 7, 2020. The Commission endorsed the Waverly Farm CPPA and SWSA expansion of 171 acres and the NELUP text as presented and forwarded the item to the Board of Supervisors for discussion. Board of Supervisors Discussion: The Board of Supervisors discussed this item at their meeting on Octoberl4, 2020. The Board of Supervisors sent SWSA expansion and NELUP text, as presented forward for public hearing. Planning Commission Public Hearing: The Planning Commission held a public hearing for this amendment at their meeting on October 21, 2020; there were no public comments and the Commission recommended approval of the SWSA expansion and the proposed NELUP text. Staff Conclusion: This amendment is presented to the Board of Supervisors for public hearing. Staff is seeking a decision from the Board of Supervisors on the SWSA expansion request for Waverly Farm, totaling 171 acres, and the text for the NELUP—Appendix I. 188 CPPA#01-20—Waverly Farm October 22,2020 Page 4 Attachments • Map depicting the current SWSA and land uses for this area of the NELUP with proposed adjustments. • Draft text for the NELUP SWSA—to be added to Appendix I. • Frederick Water- Recommended SWSA Revisions in the Route 11 North Corridor • Waverly Farm CPPA Application Package CEP/pd 189 Northeast Frederick Land Use Plan - SWSA Review Waverly Farm SWSA Adjustment i Waverly Farm CPPA SWSA Request 145.5 acres 171 acre proposed adjustment r - (Acreage based on Parcel calculated acreage) (DAreaPlans Parcels Existing SWSA Future Route 37 Bypass �► j� �� Long Range Land Use Business Mixed Use Industrial/Office Industrial t �� ���,!'e• O Extractive Mining Rural Community Center / Fire&Rescue CDSensitive Natural Areas •/�•�_.._;' � •r O Institutional j / OArea Plans Parcels Existing SWSA QWaverly Farm Proposed SWSA "-i Future Route 37 Bypass 9 re 11 Note: Frederick County Dept of Planning&Development 107 N Kent St.Suite 202,Winchester,VA 22601 540-665-5651 Map Created:September 9,2020 e ® ®� 0 0.15 0.3 0.6 Miles ®� 190 APPENDIX I—AREA PLANS NORTHEAST FREDERICK LAND USE PLAN NELUP - INCLUDING TEXT APPROVED WITH THE FOLLOWING AMENDMENTS; • MCCANN-SLAUGHTER AMENDMENT Approved by the Board of Supervisors on August 13, 2014 • BLAIN AMENDMENT Approved by the Board of Supervisors on February 25, 2015 • SEWER AND WATER SERVICE AREA STUDY Approved TBD SEWER AND WATER SERVICE AREA (SWSA) STUDY (Draft Text) The Sewer and Water Service Area (SWSA) as outlined in the 2035 Comprehensive Plan, serves as the boundary that designates the limits of where public water and sewer could be extended. Future planned land uses shown on the Northeast Frederick Land Use Plan Map recognize the importance of planning for the County's economic development goals by designating sufficient areas for future commercial and industrial uses. Including these planned areas within the boundary of the SWSA is key to ensuring they are recognized for their future development potential as well as their inclusion in infrastructure planning. The 2020 SWSA study reviewed the boundary limits for areas with adopted future planned land uses that are intended to further economic development goals and expanded the SWSA to include these key areas. The study also reduced the SWSA boundary for areas with a planned land use that support economic development but do not require public water and sewer. This SWSA boundary review also recognizes that Frederick Water has identified significant sanitary sewer infrastructure improvements that will be necessary to increase conveyance and treatment capacities to meet the demands of new development. While some improvements could be addressed on a case-by-case approach, other larger improvements may be necessary which will require significant investments. Participation and coordination by multiple property owners for infrastructure financing should be considered to address the more significant conveyance and treatment needs. More importantly, future rezoning applications in this area must adequality address any infrastructure needs and impacts. Properly sized and constructed sanitary sewer infrastructure improvements must be in place and operational to facilitate future development proposals. 191 FREDERICK WATER 315 Tasker Road PH(540)868-1061 Eric R.Lawrence Stephens City,Virginia 22655 Fax(540)868-1429 Executive Director www.FrederickWater.com MEMORANDUM TO: Candice Perkins, Assistant Director, Frederick County Planning Department FROM: Eric R. Lawrence, Executive Director, Frederick Water SUBJECT: Recommended SWSA Revisions in the Route 11 North Corridor DATE: September 16, 2020 During a Frederick County Board of Supervisors-Planning Commission work session on August 12, 2020, Frederick Water was tasked with reviewing the existing Sewer and Water Service Area (SWSA) boundaries and sewer demands and system capacities in the County's Route 11 North corridor, more specifically the area depicted in the County's Northeast Land Use Plan (NELUP). The catalyst for the review of the SWSA was a Comprehensive Policy Plan Amendment (CPPA) application to include the Waverly Farm property within the SWSA. The Board of Supervisors recognized that there may be sewer service challenges in the NELUP area and requested Frederick Water's recommendations for the NELUP-area SWSA boundary that incorporates the Waverly Farm and possibly other past unsuccessful CPPA requests. Frederick Water staff assembled a brief analysis of the sewer system capacities and projected future sewer demands, utilizing information captured in the 2017 Sanitary Sewer Master Plan. The analysis identified necessary sanitary sewer infrastructure improvements to meet future demands and recognized that the necessary improvements should be funded through property owner contributions as the improvements will facilitate economic development opportunities for the property owners. Revisions to the SWSA would enable additional property owners to contribute funding towards, and benefiting from, the improvements. Attached is a brief analysis and recommendations drafted to address the Board of Supervisors' request. The Frederick Water Planning Committee reviewed this SWSA request during their meeting on September 14, 2020, and forward their comments and recommendations for the Frederick Water Board of Director's consideration. On September 15, 2020, the Frederick Water Board of Directors forwarded a SWSA recommendation for the Board of Supervisors consideration; that recommendation is attached. Attachments: Support Materials and Recommended Revisions to the NELUP SWSA Water At Your service 192 NELUP SWSA review by Frederick Water September 15, 2020 Task Review existing SWSA boundaries and sewer demands and system capacities. Propose new NELUP-area SWSA boundary that incorporates Waverly Farm and possibly other past unsuccessful CPPA requests. Provide an update on sewer demands, capacities, deficiencies, and remedies. Background The 2017 Sanitary Sewer Master Plan (SSMP) considered the planned land uses depicted in the County's 2035 Comprehensive Policy Plan (2035 CPP). The SSMP's Northern Service Region captured the 2035 CPP's Round Hill plan, Northeast Land Use Plan (NELUP), and a portion of planned land uses generally located north of Senseny Road. For today's SWSA review effort, we are looking at the NELUP area, generally north of the intersection of 1-81 and Martinsburg Pike (Rutherford Crossing shopping center area). The NELUP area is served by a series of sanitary sewer pump stations and forcemains,generally following the Martinsburg Pike (Route 11) corridor and flowing from the north to south. The Rest Church Road area is a lower elevation than the Rutherford Crossing shopping center area, therefore requiring pump stations and forcemains to convey sanitary sewer flows to the wastewater treatment plant-the Opequon Water Reclamation Facility(OWRF)- located on Berryville Pike (Route 7). The SSMP projects a future deficiency for sewer conveyance and treatment in the Northern Service Region. The most crucial limitations are related to the capacity in the common forcemain from the VDOT pump station, the overall pumping capacity of the Red Bud pump station, and the capacity of FWSA's Abrams Creek Interceptor. Through efforts already underway with the construction of the Stephenson Interceptor sewer, sewer conveyance will be re-routed away from the Red Bud pump station and the Abrams Creek Interceptor. The intent of the Stephenson Interceptor is to direct sanitary flows from the VDOT pump station, past Rutherford Crossing, to the Stephenson Regional pump station. The Stephenson Interceptor also captures sanitary sewer flows generated in Snowden Bridge and the new Graystone Business Park. The common eight-inch forcemain from the VDOT pump station is nearing capacity.The velocities in the forcemain when multiple pumps are pumping simultaneously are creating high headloss conditions. These conditions may exclude smaller pump stations from effectively pumping into the conveyance system. Smaller pump stations like Carroll Industrial Park, Hiatt Run, Rutherford Crossing, and Omps are challenged. With additional sanitary sewer flows redirected to the Stephenson Regional pump station, its planned pump station upgrades will need to be advanced in the near term. 193 Sanitary sewer flows in the NELUP area currently flow to the Opecluon Water Reclamation Facility (OWRF)for treatment. Treatment capacities at the plant are presently available to meet today's demands but will be insufficient to meet the long term demands of the built-out NELUP. Planned Land Uses and Projected Sanitary Sewer Demands The planned land uses of the NELUP were captured in the 2017 SSMP. There has not been significant development over the past 3 years within NELUP that would drastically impact the calculations. Some of the development that has occurred include the addition of Amazon and Handy Mart(Rest Church area), and a few restaurants and a hotel in Rutherford Crossing. Table 3.1 below shows the expected development by land use over the next 30 years, and it is broken down by the sewerage facilities most likely to directly receive the new development's flow. (2017 land use information extrapolated from 2035 CCP's NELUP) BreakdownTable 3.1 Land Use Growth Commercial (Ac.) Industrial (Ac.) Residential(Ac.) Total By Location Woodbine PS 322 782 1,104 VDOT PS 204 140 344 Stephenson Regional PS 389 389 Rutherford Crossing PS 58 531 589 Red Bud Run PS 30 383 38 451 194 The additional flows created by new development were computed using the available number of acres in three streamlined categories: commercial, industrial, and residential.The growth areas were the main focus in this calculation as they will create the greatest burden on the existing sewer system. A location- by-location breakdown of total increase in flow over the next 30 years can be seen in Table 3.2. Table 3.2 30-Year Projected Flow Increase Breakdown Location Flow Increase (MGD) Woodbine 1.73 VDOT 0.41 Stephenson Regional 1.95 Rutherford Crossing 1.19 Red Bud Run 0.91 The flows shown in Table 3.3 for the OWRF are only Frederick Water's flow contributions. It should be noted that the flow's 5-to 10-year growth projections for the OWRF exceed the current design. BreakdownTable 3.3 Growth Opequon Flow Contributions Current 5 Year 10 Year 15 Year 20 Year 30 Year Previous Total 2.900 2.900 4.964 7.238 8.560 10.108 Northern 1.646 1.096 1.322 1.374 0.316 Eastern 0.418 1.178 0.174 0.209 Running Totals 2.900 4.964 7.238 8.560 10.108 10.633 Flow Contributions Current 5 Year 10 Year 15 Year 20 Year 30 Year Previous Total 0.038 0.038 1.684 2.689 4.011 5.077 Northern Redirect 0.067 0.931 1.090 1.066 0.316 Stephenson 1.579 0.074 0.232 Running Totals 0.038 1.684 2.689 4.011 5.077 5.393 195 Sanitary Sewer System Analysis It is projected that the VDOT pump station could accommodate 100,000 GPD of additional sanitary sewer flows, but the increased headloss will significantly impact the abilities of the smaller downstream pump stations to inject their flows. SCADA improvements which link communication amongst the pump stations would improve the flow abilities and efficiencies.These SCADA improvements should increase the capacity of the pump stations to its previously designed maximum flow rate. The use of a SCADA system would reduce the occurrence of multiple pumps running simultaneously, reduce high pressure conditions, and help reduce flow spikes at the VDOT pump station. Once SCADA improvements are implemented, actual upgrades to the VDOT pump station and forcemain, and the Stephenson Regional pump station will be required to accommodate additional flows. Limitations at the Opequon Water Reclamation Facility(OWRF) will warrant its expansion and/or establishment of a new wastewater treatment facility in the northern region to meet sanitary sewer flow treatment. The 2017 SSMP projects that the new wastewater treatment plant will be needed within 10-20 years, dependent on development trends in the commercial/industrial sectors. The timeline for the sanitary sewer system upgrades will be driven by the pace of introduction of new sanitary sewer flows. Conveyance and treatment limitations in the NELUP area would suggest that low sanitary sewer generators are more desirable than heavy flow generators. New treatment technologies and the ability of industrial onsite pre-treatment may also create avenues for less stringent treatment requirements in the future, possibly minimizing discharge to the sanitary sewer system and enabling onsite pre-treatment to be discharged under VPDES permits. 196 Recommendations It is recommended that the SWSA boundary be adjusted to remove some areas from the SWSA when planned land uses clearly would not require Frederick Water's water and sanitary sewer services, and the addition of areas when planned land uses would require Frederick Water's water and sanitary sewer services. The recommendations also emphasize that private investment in sewer conveyance and treatment will be necessary to achieve the future planned land uses identified in the County's 2035 Comprehensive Plan's NELUP. The private investment may be facilitated via Grant-in-Aid agreements similar to that utilized to bring sanitary sewer to this area of the county in early 2000; private upfront investment for 15-year capacity reservations and perpetual sewer availability fee credits equal to the property owner's initial investment value. 1. SWSA revisions a. Removal of 681.97-acres from the SWSA. These land areas are identified for future planned extractive mining land uses. b. Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. These recommended SWSA-additions were previously unsuccessful property owner initiated Comprehensive Policy Plan Amendments (CPPAs). c. Net change results in 335.43-acre addition to the SWSA. 2. Sewer Conveyance Improvements (0-10 years) a. Add SCADA to all pump stations serving the NELUP area. Estimated at$20,000 per pump station. b. Upgrade the VDOT sanitary sewer pump station to accommodate 2.250MGD flows. Estimated at$2,100,000. c. Upgrade forcemain downstream of VDOT pump station past Rutherford Crossing shopping center. Estimated at$2,000,000. d. Upgrade the Stephenson Regional sanitary sewer pump station.This upgrade should increase the capacity of the pump station to its previously designed maximum flow rate. Estimated at$300,000. 3. Wastewater Treatment capacity expansion (10-20 years) a. Expand OWRF or construction a new wastewater treatment plant in NELUP to increase treatment capacity. Size the additional treatment capacity at 6 MGD, possibly an initial phase of 2 MGD. Estimated at$50,000,000 197 APPENDIX I - AREA PLANS FREDERICK WATER RECOMMENDATION 9/ 15/2020 NORTHEAST FREDERICK LAND USE PLAN NELUP - INCLUDING TEXT APPROVED WITH THE FOLLOWING AMENDMENTS; • MCCANN-SLAUGHTER AMENDMENT Approved by the Board of Supervisors on August 13, 2014 • BLAIN AMENDMENT Approved by the Board of Supervisors on February 25, 2015 • SWSA ADJUSTMENT AMENDMENT Approved by the Board of Supervisors on XXXXXX XX, 202x The Northeast Frederick Land Use Plan, NELUP, was approved by the Board of Supervisors on July 14th, 2011. At that time, the series of four maps detailing the Plan were approved. Text describing the Plan was not included. Subsequently, the two amendments to this plan noted above have included a text component. The text component of the plan follows. Northeast Land Use Plan 1 198 APPENDIX I - AREA PLANS MCCANN-SLAUGHTER AMENDMENT (BOS APPROVED AUGUST 13, 2014) The Comprehensive Plans and Programs Committee (CPPC), at their April 14, 2014 meeting, recommended that the following amendment be incorporated into the Northeast Land Use Plan: The CPPC proposed the following balanced approach as an amendment to the Northeast Land Use Plan for the McCann-Slaughter properties located near the intersection of Martinsburg Pike (Route 11) and Old Charlestown Road (Route 761). This location has historically been identified as a Sensitive Natural Area (NSA) due to the environmental and historical features on and around the site, most notably Stephenson's Depot. • Protection of the environmental features of the site. • Preservation of those areas identified with NSA's and development limited to those areas to the south of the NSA's and south of McCann's Road. • Utilizing McCann's Road and other historical features, such as Milburn Road, as features to be protected and potentially used in a manner that promotes their historical context (an extension of the historical trail system in the area). • An O.M. (Mixed Use Office/Industrial) land use designation. • Access to be provided via a new north south road that would generally be adjacent to the border of the Sensitive Natural Area (NSA) providing access from Old Charles Town Road to McCann's Lane and the southern portion of the property. Ultimately, Route 37 would divide the southern portion of the property. No access would be permitted to McCann's Lane for vehicular access to Martinsburg Pike or Milburn Road. Subsequently, the proposal was further evaluated to determine if other elements could be incorporated into the proposed amendment that would further ensure the environmental, historical, and development resources were protected, promoted, and sensitively integrated together in this balanced amendment to the Northeast Land Use Plan. To that end, the following items should be addressed with the future development of this area. • A buffer adjacent to McCann's lane that is approximately 50'in width (from the centerline). Contained within this area; native landscape plantings and preservation of the existing hedgerows aimed at Northeast Land Use Plan 2 199 APPENDIX I - AREA PLANS preserving this resource and its character, interpreting the historical landscape, and buffering the future development. • A transitional buffer between the existing floodplain and future land uses that promotes environmental best management practices and buffers the historical NSA from the future land uses (landscaping, building height transitions, view sheds). This buffer may include areas of the identified environmental resources. • The ability to include a small area of neighborhood commercial land use in support of the proposed OM land use. This would be located in the northern portion of the OM land use adjacent to the future road. • An interpretive trail head/parking area in the northern portion of this area adjacent to the proposed road could be incorporated into the design of the project, potentially in conjunction with a small area of neighborhood commercial. The interpretation may be reflective of the environmental and historical resources of the site and area. • The CPPC recommended the OM land use designation extends to the center of the stream. (A subsequent evaluation of this indicated it would be more appropriate to have the edge of the ultimate floodplain be the common boundary as a floodplain is, by definition in the 2030 Comprehensive Plan, an identified Sensitive Natural Area). • The location and design of the road should be sensitive to the environmental and historical resources and should have minimal impact. • Historical signage consistent with currently used signage should be provided. • Historically relevant features, such as split rail fences, should be considered as a feature of the future development. But care should be taken to ensure the character of the resource isn't changed. • Appropriate traffic controls should be provided on McCann's Lane to ensure that it is used only for pedestrian and bicycle users. In general, balance was maintained as the overarching theme of the discussion of the CPPC, and subsequently, the discussion of the ad-hoc CPPC/HRAB group. Northeast Land Use Plan 3 200 APPENDIX I - AREA PLANS BLAIN PROPERTIES AMENDMENT (BOS APPROVED FEBRUARY 25, 2015) Approved lanauaae: The area of land use northwest of Exit 321, Interstate 81, Hopewell Road, and south of Cedar Hill Road is commercial and industrial in character. In general, the north-south major collector road that has been identified and is necessary to support this area of land use serves as a boundary between the commercial and industrial land uses. Flexibility should be offered in the final balance and location of land uses. Future applications for rezoning in this area shall adequately address any potential impacts to public facilities, in particular transportation, and shall implement any necessary transportation improvements. Northeast Land Use Plan 4 201 APPENDIX I - AREA PLANS SWSA ADJUSTMENT AMENDMENT (BOS APPROVED XXXXXXX XX, 202X) The Comprehensive Plans and Programs Committee (CPPC), at their XXXXX XX, 20XX meeting, recommended that the following SWSA adiustment and text be incorporated into the Northeast Land Use Plan: The SWSA within the Northeast Land Use Plan recognizes the importance of planning for economic development, properly designating planned land uses, and placing those sites within the SWSA as an indication that the county is supportive of properly planned economic development opportunities. Properties that had previously been designated with planned land uses to promoted economic development have been captured within the SWSA. Those properties that are designated with planned land uses that support economic development but do not require public water and sewer have been removed from the SWSA. The SWSA adjustment elevates the importance of access to public water and sewer for the underlying planned land uses to be realized. Significant sanitary sewer improvements will be necessary to increase conveyance and treatment capacities to meet the demands of new development. While some improvements may certainly be addressed on a case-by-case approach, other improvements will require significant investment. Consideration of multiple property owner involvement in infrastructure financing should be considered to address the more significant conveyance and treatment needs. More important, property owners realize that properly sized and constructed sanitary sewer infrastructure needs to be in place and operational to facilitate private site development. Northeast Land Use Plan 5 202 Long Range Land Use Extractive Mining Land Uses REMOVE 681.97 acres Fruit Hill Orchard ADD 153.65 acres Business The Interstate Orchard ADD 156.90 acres Waverly Farm ADD 174.64 acres -_-_� Community Centel Woodside ADD 532.21 acres Extractive Mining fj j Net Change to 5W5A=+335.43 acres ®Heavy Industrial Industrial ®Mixed Use Industrial/Office 0 Planned Unit Development Park Residential Sensitive Natural Area Warehouse /A M 0 r �l d/ 0.. Gak 0MMMA i Is FREDERICK WATER Proposed SWSA Adjustments Sewer/Water Service Area-Adjustments Sewer/Water Service Area-Current ®Extractive Mining Land Uses S Fruit Hill Orchard The Interstate Orchard OWaverly Farm Woodside ` N i "r ' WE S Date:9/152020 5 :Esri, ER ,�armin,USGS,Interm p,INC E�ENT Pt RCan,Esri Japan,METI,Esri China (Hong Kong),Esri Korea,Esri(Thailand),NOCC,(c)OpenS.treetMa�contributors,and the GIS User 203 Community i FREDERICK WATER New SWSA Boundary 6 i New SWSA '$r Sources:Esri,HERE,Gari in,USGS,In[ S Date:9/15/2020 (Hong Kong),Esri Korea,Esri(Thailand),NGCC,(c)OpenStreetMap contributors,and the GIS User 204 Commun Ry FREDERICK WATER New SWSA Boundary Current Sewer Infrastructure Woodbine New SWSA �/ P5 Sewer Gravity Main Sewer Force Main Sewer Pump Station N W*` F S Date:9/15/2020 / 'Ps Clearbrook Park Sewer Pump Station Ir Ps VDCT estArea 1-81 I� vs Yardmaster Court Carroll Industri.al Park / PSIt win d/Tyson Dr. Hiatt,Run Pump Station /Ps ���/�� / Rutherford Crossing�Sewer Pump'Station Ps Ps /// J&K%Investmenh Pump-Station 0p Rail.Warou -- e /P` Stephenson Regional Sewer Pump Station PS A� Red Bud Run Pump Station f. r* Sources:Esri, ERE,Garmin,US/GS,Intermap,INCREMENT P,NRCan,Esri Japan,METI,Esri China (H'• g Kong),Esri Korea,Esri(T ailand),NGCC,(c)OpenStree ap contributors,and the GIS User 205 T' Community APPENDIX I - AREA PLANS NORTHEAST FREDERICK LAND USE PLAN NELUP - INCLUDING TEXT APPROVED WITH THE FOLLOWING AMENDMENTS; • MCCANN-SLAUGHTER AMENDMENT Approved by the Board of Supervisors on August 13, 2014 • BLAIN AMENDMENT Approved by the Board of Supervisors on February 25, 2015 The Northeast Frederick Land Use Plan, NELUP, was approved by the Board of Supervisors on July 14th, 2011. At that time, the series of four maps detailing the Plan were approved. Text describing the Plan was not included. Subsequently, the two amendments to this plan noted above have included a text component. The text component of the plan follows. Northeast Land Use Plan 1 206 APPENDIX I - AREA PLANS MCCANN-SLAUGHTER AMENDMENT (BOS APPROVED AUGUST 13, 2014) The Comprehensive Plans and Programs Committee (CPPC), at their April 14, 2014 meeting, recommended that the following amendment be incorporated into the Northeast Land Use Plan: The CPPC proposed the following balanced approach as an amendment to the Northeast Land Use Plan for the McCann-Slaughter properties located near the intersection of Martinsburg Pike (Route 11) and Old Charlestown Road (Route 761). This location has historically been identified as a Sensitive Natural Area (NSA) due to the environmental and historical features on and around the site, most notably Stephenson's Depot. • Protection of the environmental features of the site. • Preservation of those areas identified with NSA's and development limited to those areas to the south of the NSA's and south of McCann's Road. • Utilizing McCann's Road and other historical features, such as Milburn Road, as features to be protected and potentially used in a manner that promotes their historical context (an extension of the historical trail system in the area). • An O.M. (Mixed Use Office/Industrial) land use designation. • Access to be provided via a new north south road that would generally be adjacent to the border of the Sensitive Natural Area (NSA) providing access from Old Charles Town Road to McCann's Lane and the southern portion of the property. Ultimately, Route 37 would divide the southern portion of the property. No access would be permitted to McCann's Lane for vehicular access to Martinsburg Pike or Milburn Road. Subsequently, the proposal was further evaluated to determine if other elements could be incorporated into the proposed amendment that would further ensure the environmental, historical, and development resources were protected, promoted, and sensitively integrated together in this balanced amendment to the Northeast Land Use Plan. To that end, the following items should be addressed with the future development of this area. • A buffer adjacent to McCann's lane that is approximately 50'in width (from the centerline). Contained within this area; native landscape plantings and preservation of the existing hedgerows aimed at Northeast Land Use Plan 2 207 APPENDIX I - AREA PLANS preserving this resource and its character, interpreting the historical landscape, and buffering the future development. • A transitional buffer between the existing floodplain and future land uses that promotes environmental best management practices and buffers the historical NSA from the future land uses (landscaping, building height transitions, view sheds). This buffer may include areas of the identified environmental resources. • The ability to include a small area of neighborhood commercial land use in support of the proposed OM land use. This would be located in the northern portion of the OM land use adjacent to the future road. • An interpretive trail head/parking area in the northern portion of this area adjacent to the proposed road could be incorporated into the design of the project, potentially in conjunction with a small area of neighborhood commercial. The interpretation may be reflective of the environmental and historical resources of the site and area. • The CPPC recommended the OM land use designation extends to the center of the stream. (A subsequent evaluation of this indicated it would be more appropriate to have the edge of the ultimate floodplain be the common boundary as a floodplain is, by definition in the 2030 Comprehensive Plan, an identified Sensitive Natural Area). • The location and design of the road should be sensitive to the environmental and historical resources and should have minimal impact. • Historical signage consistent with currently used signage should be provided. • Historically relevant features, such as split rail fences, should be considered as a feature of the future development. But care should be taken to ensure the character of the resource isn't changed. • Appropriate traffic controls should be provided on McCann's Lane to ensure that it is used only for pedestrian and bicycle users. In general, balance was maintained as the overarching theme of the discussion of the CPPC, and subsequently, the discussion of the ad-hoc CPPC/HRAB group. Northeast Land Use Plan 3 208 APPENDIX I - AREA PLANS BLAIN PROPERTIES AMENDMENT (BOS APPROVED FEBRUARY 25, 2015) Approved lanauaae: The area of land use northwest of Exit 321, Interstate 81, Hopewell Road, and south of Cedar Hill Road is commercial and industrial in character. In general, the north-south major collector road that has been identified and is necessary to support this area of land use serves as a boundary between the commercial and industrial land uses. Flexibility should be offered in the final balance and location of land uses. Future applications for rezoning in this area shall adequately address any potential impacts to public facilities, in particular transportation, and shall implement any necessary transportation improvements. Northeast Land Use Plan 4 209 © Existing Elementary . Existing High School 19 Future Elementary oFuture Park � Eastern Road Plan • \�• %` New Major Arterial ' Improved Major Arterial •+\�• New Minor Arterial -V I 00111-�Improved Minor Arterial } +�} New Major Collector Improved Major Collector •^��• New Minor Collector /'_ ♦�Improved Minor Collector �•n, Ramp Ar, Roundabout �\ Trails /� }F ���;I•,•�'k �r � � 3 �\ 6 S' Brook �: ro wn — \i1 /H ` Rural Co iiiiiy 665 i � G G ® , o i �:� ® ', Rurai Community �� 9 �r �NNIM/ -- i sT VFW- 661 , p • � 661 is • l • �e City Of Winchester a , 00Area Plan \ _ �'• Northeast • �•� Urban Development Area Sewer and Water Service Area '`O,Future Rt 37 Bypass • Use Plan Land Use Legend OBusiness ®Heavy Industrial Urban Center •Sensitive Natural Areas N SGS?`=COO ®Mixed-Use ®Mixed Use Industrial\Office Neighborhood Village Fire&Rescue4, Mixed Use Commercial\Office •Extractive Mining ® OM Institutional Commercial Recreation Highway Commercial O Residential Recreation School S -Industrial 440 Planned Unit Development Natural Resources&RecreationRural Community Center ®Warehouse ;JZD Park 2035 Comprehensive Policy Plan Man 0 0.25 0.5 1 1.5 Miles Adopted January 25,20:210 i I I I � � , sse mow,,,• /•F 4 Cf..,eroox s erJ erowa '' ` Rural Communi 665 73, � r Stephenson ' Rural Commonrry Aot 37 l• z� • :r • V�, City of Winchester Area Plan Northeast Frederick Land Use Plan Urban Development Area Sewer and Water Service Area '-`• ;.Future Rt 37 Bypass Trans• • . • . • Ck.�o •*'%,*New Major Arterial *'..#New Major Collector 0'%.# N,i Ramp 0'4*.i Improved Major Arterial 0*%.o Improved Major Collector Roundabout 1%*New Minor Arterial New Minor Collector Trails s *'%.I Improved Minor Arterial Improved Minor Collector 2035 Comprehensive Policy Plan Map 0 0.25 0.5 1 Miles Adopted January 25,20:211 r I i O ( _ J n '( 0— CT)o Cf—Brook s er4iteem— Rural C..—I 6102 A[er e` b .12 CH V A B f ` y•a C.,v �^m w 4`` OO. Stephenson Rural Community . Cen[er 37 659 • , i• ••• • • • Y • ••, • _ � - �•- City of Winchester •••'• NortheastArea Plan - • - • Use Plan Urban Development Area Sewer and Water Service Area Transportation Map - Lane Divides Proposed Lane Divides Noy, �04 Lane Limited Access w/ CD Lanes (if required) we 1'x, g.a, 6 Lane Divided s 4 Lane Divided 2035 Comprehensive Policy Plan Map 0 0.25 0.5 1 Miles Adopted January 25,20:212 i I i F% s Y — / J. / r- _ 61 CT) Cl-Brook&8 B- eYo wn Rural Comm<ini(y Ocenter ....r..... 672 _ GC16, SfePhen Rural Com unity - 37 !I 1111\ -.j♦ \\I\\\ �<-._. "moo.,. ..• ��`-� \\\\\\ kyr - I♦ I♦�, `•• ••• / •.. �V, City of Winchester •,• Area Plan Northeast Frederick Land Use Plan Community Facilities Natural o- f • Recreational Urban Development Area Sewer and Water Service Area -\__.;Future Rt 37 Bypass Resources Plan Facilities Future Elementary Community Facilities Park Existing Elementary Elementary School Future Park v Future Elementary School water Resources Area (SDI Future Park WExisting High School g ///,Middle School O Natural Resource&Recreation Areas High School •Sensitive Natural Areas g /�+ %;� Fire&Rescue Station ��Rural Community Center 2035 Comprehensive Policy Pian Map 0 0.25 0.5 1 Miles Adopted January 25,20- 4 2. COMPREHENSIVE PLAN AMENDMENT INITIATION REQUEST FORM 3. (Please type all information. The application will not be deemed complete unless all items listed below have been submitted.) A. Owner(s)Information: 1. Name: Waverly Farm, c/o Michael Stiles Project Name: Waverly Farm - Sewer&Water Service Area Expansion Mailing Address:461 Waverly Road Clear Brook, VA 22624 4. Telephone Number: (540) 667-8061 3. Authorized Agent Information: 1. Name: John R. Riley, Jr-Consultant 2. Project Name: Waverly Farm -Sewer&Water Service Area Expansion Mailing Address: 101 Barrel Way Stephenson, VA 22656 4. Telephone Number: B. Legal interest in the property affected or reason for the request: All of Waverly Farm is planned for Industrial and Mixed Use Industrial Office in the 2035 Frederick County Comprehensive Plan.However,only a fourth of this planned land is within the SWSA.We are requesting the remaining+/-145.5 acres be included as well. - C. Proposed Comprehensive Plan amendment please provide the following information. 1. FOR A MAP AMENDMENT a. PIN(s): 33-(A)-69. 33-(A)-70,44-(A)-80,44-(A)-80A Magisterial District: Stonewall b. Parcel size(approximat( acres): ;0(-51.36 ac.is in SWSA,+/-145.5 ac.to be added 3 Lr) N C. Plat of area proposed for CPPA amendment, including metes and bounds description. d. Existing Comprehensive Plan land use classification(s): Mixed Use Industrial/Office and Industrial e. Proposed Comprehensive Plan land use classification(s): Mixed Use Industrial/Office and Industrial Note: No changes to the planned use, only moving the SWSA to include the parcels f. Existing zoning and land use of the subject parcel: RA (Rural Areas) -Currently used for Agriculture 9. What use/zoning will be requested if amendment is approved? The intended use and zoning will be consistent with the current 2035 Comp. Plan. h. Describe, using text and maps as necessary, the existing zoning, Comprehensive Plan designations, and/or approved uses and densities along with other characteristics of properties that are within: 0 1/4 mile from the parcel(s)perimeter if the parcel is less than 20 acres in size; 9 %2 mile if 21 - 100 acres in size; or 0 1 mile if more than 100 acres in size. Note: Colored maps cannot be duplicated in the Planning Department. L The name, mailing address, and parcel number of all property owners within 200 ft. of the subject parcel(s), with Adjacent Property Owners Affidavit(page 8). 2. FOR A TEXT AMENDMENT a. Purpose and intent of amendment. No text changes are requested to the current plan, only a map update to shift the SWSA 4 b. Cite Plan chapter, goal, policy and/or action strategy text that is proposed to be amended. n/a C. Proposed new or revised text. n/a Note:Please attach and specify text changes with additions underlined and deletions crossed through. d. Demonstrate how the proposal furthers the goals, policies/objectives, and action strategies set forth in the Comprehensive Plan chapter(s) relative to the amendment request and why proposed revisions to said goals, policies, and action strategies are appropriate. The 2035 Comp. Plan recommends having substantial industrial and commercial development in our tax base to offset the expenses with all of the housing developments. Industrial uses are planned around the 1-81 exits to faciliate the additional traffic. There are no revisions to the goals, policies, and action strategies. e. Demonstrate how the proposal is internally consistent with other Comprehensive Plan components that are not the subject of the amendment. The requested SWSA changes simply allows the existing planned land uses to occur. f. What level of service impacts, if any,are associated with the request? The two major impacts will be to Transportation and Public Water/Sewer. Both of these impacts will be addressed at a rezoning through proffers and is the developers responsibility. 3. FOR ALL AMENDMENTS a. Justification of proposed Comprehensive Plan amendment(provide attachments if necessary). Describe why the change to the Comprehensive Plan is being proposed. The requested SWSA changes simply allows the existing planned land uses to occur. Until this change to the SWSA is made, the land owner can not implement the land uses 5 ti N already proposed in the 2035 Comp. Plan. b. How would the resultant changes impact or benefit Frederick County. Consider, for example,transportation,economic development and public facilities. The greatest impact will be to the transportation infrastructure. During the rezoning process, a TIA will identify all of the impacts and improvements needed to mitigate them by the developer.The next impact will be to the water and sewer system. The nerro-ares. l already be in operation before any development will happen on Waverly Farm;therefore,water capacity is not an issue.The sewer capacity and solutions to address this will be the developers responsibility.All studies and improvements will be need to be addressed with a rezoning application. The benefits will be an increased positive tax base and employment opportunities for citizens. Other information may be required by the Director of Planning,the Planning Commission,or Board of County Supervisors during the review of the initiation request. The applicant will be notified,in writing,if additional information is required. All applications must also contain the following items: a 1. Special Limited Power of Attorney Affidavit(see page 9 if parcels of land are Z involved). Non-Refundable Application Review Fee of$3,000(payable to the Frederick County Treasurer). Applicants should consult the Comprehensive Plan to identify goals,policies or action strategies which are applicable to individual Comprehensive Plan amendment requests. 6 CO Signatures: I (we), the undersigned, do hereby respectfully make application to and petition the Frederick County Board of Supervisors to amend the Comprehensive Plan, I (we) authorize Frederick County officials to enter the property for site inspection purposes. I (we) hereby certify that this application and its accompanying materials are true and accurate to the best of my(our)knowledge. Applicant(s): -14 Date: v if Owner(s): r a e: Ixe WP 7p 1 , c; t Ee�P^Zry 7- D F NoP� 11 c\ 672 A 1 672 K 33 A 69 ro { L t k 3 l ^ !N 3 70 44A80 �a�4 O 44A a P C1 s6t iy\- 565 aft J� R 33 A 69 r' `0 Al T s \� y \ u �o 1 ,Ph 4 r Y d^�OS � Yardmaster buil ( Ce X ' Ci�S/ r :.I 663 219 Waverly Farm Label Tax Map Number Owner Mailing Address City and State ZIP A 33 A 164A HMC LP LLP 920 HOPEWELL RD CLEAR BROOK,VA 22624 B 33 A 78 HMC LP LLP 920 HOPEWELL RD CLEAR BROOK,VA 22624 C 33 A 73 COOKE RONALD R, COOKE LINDA D 722 HOPEWELL RD CLEAR BROOK,VA 22624 D 33 6 15 STILES PAUL L 669 HOPEWELL RD CLEAR BROOK,VA 22624 E 33 6 16 COLLINS MONTE, COLLINS THELMA L 132 GRIMES GOLDEN LN CLEAR BROOK,VA 22624 F 33 1 11 POOLE LINDA, BRUCE KAREN 2117 HARVEST DR WINCHESTER,VA 22601 G 33 A 68 HOPEWELL MEETING LOT, C/O JAMES T RILEY 1321 VANCERIGHT CIR WINCHESTER,VA 22601 H 33 131 1 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 1 33 131 3 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 J 33 131 66 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 K 33 131 64 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 L 33 131 62 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 M 33 131 55 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 N 33 131 53 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 O 33 131 51 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 P 33 131 49 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 Q 33 131 47 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 R 33 131 45 WAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 S 33 131 44 IWAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 T 33 131 43 jWAVERLY FARM LLC,ATTN: BIKRM SINGH 11325 RANDOM HILLS RD STE 360 FAIRFAX,VA 22030 U 44 A 313 PRICE LEANNA MARIE 219 MORELAND LN CLEAR BROOK,VA 22624 V 44 A 2 MORELAND ROBERT L 162 MORELAND LN CLEAR BROOK,VA 22624 W 44 A 80B MORELAND ROBERT LORAIN,SHIRLEY IRENE 162 MORELAND LN CLEAR BROOK,VA 22624 X 44 A 3 PAYNE GARY L, PAYNE PAMELA L 358 VIEW WEST LN CLEAR BROOK,VA 22624 Y 44 A 78 PRICE THOMAS FRANKLIN 164 MICHAEL DR CLEAR BROOK,VA 22624 Z 44 A 78C SAVILLE BRUCE ELLEN 144 MICHAEL DR CLEAR BROOK,VA 22624 Al 44 A 78A KITTS GARY M, KITTS LOUISE L 472 WAVERLY RD CLEAR BROOK,VA 22624 Bl 44 A 7$8 MCCORD DANIEL E 456 WAVERLY RD CLEAR BROOK,VA 22624 C1 44 A 79 TAYLOR RICHARD R 386 WAVERLY RD CLEAR BROOK,VA 22624 D1 33 A 71 FISHEL DAVID G 323 WAVERLY RD CLEAR BROOK,VA 22624 220 Lened 41 J r N Waverly Farm/Stiles Property L_ -- L 1 33 331 A70Y-- 'pa a' 44",.o 1 L 1 ac -- 44 A84A � dp.s'xr �► •oar SWSA Boundary 3 9 Parcel Boundary IVA F. 33 _�yy4 ,rJ s - Natural gsmtwjb LJ hugt'Bensity Residential,6 u/a fes` Q 7 �r High-Density Residential,12-16 u/a I [ sss Hig Rural Area Interstate Buffer t ON ff Planned Unit Development M B2/B3 ®Residential,4 We HMO - I"'1 Hiah-Density Ra 41-6.1 Environmental Resourc st w iERR Institutional 221 79s A' 811` Songbird Ln ^ •� rh}triton k� Oraca..h lCY 671 a� C UrC w ``-,b 671 h Ra j a 3 see 686 ,YQ' /'a Q•`' R4ssN(1, C Up /OOy� sJ? N Rd ' t ° E � s W 1 {�� Gri+rye 867 672 °peK'e/h d o eto 0 16 in. 67z og 4 672 °�ha+Ytr 6In. ?yary� +Vfc sv:.t24in. o °k'h �°r Jo A k vsr a RRaatev `' <a Q [ 746 c ;m th �' 666 "��o. ��•�v 40 ❑ s6t A '3,.,� r �4i Farrgrotr� � L Vie ,Grew Ra c, t'�nJJ/ l f Tatanka Claarvie .Or S in9� m 896 Wa1te'r seMitt n 7 r U 0 t Ct r�.t �y c � f 866 4,tttet to e end Wavv Farm/Stiles Property %""-.j A.533 A 69 �°. �C..6► y arc c CSS o me j L®�l33 A 70PrlraOaa.y r L J&;:44 A 80 „ L �A- 44 7d4 BOA vof r o tib? ?o. t J �o E OaJ ;t EM 1 Mile Dis%nce fro Bub ec3 Rr hes f r? P aJn \ �sJrj aJn sJ? y � c +h' i pp G a ? f{v 6y 4r Old Sewer Pum g5tatio Ij ass' aJ } syh $hh at ;h `C. �o ao Ch ries PUMP �(h. s%P Town Rd S' Gat s 1 ° see vi• ca 7zs Sewer F6r?ce s �? h. B Ary` � �. e96 J 0��' in• sa#, Sewe 7®avity Ma' Jn• / d', Bar Feet Wate in ? c> c k� •r ?c �i, c s Jh a r_,M mk try as 2,000 °°@�r,B°Str; 2,000 10* —'A beememmmmmo- 222 C10 N ia N Attachment 1 CO (TO BE COMPLETED BY APPLICANT) SUBJECT PROPERTY OWNERS AFFIDAVIT County of Frederick,Virginia 4xfr'A, Frederick Planning Web Site:www.fcva.us L0 lvl?�41 Department of Planning& Development,County of Fre rick,Virgini 107 North Kent Street,Suite 202 Winchester,Virginia 22601 Phone 540-665-5651 Facsimile 540-665-6395 STATE OF VIRGINIA COUNTY OF FREDERICK This day of (Day) (Month) (Year) I -4 (Owner/Contra Purchaser/Authorized Agent) hereby make oath that the list of property owners of the subject site;as submitted with the application. is a true and accurate list based on the information provided by the Frederick County Commissioner of the Revenue Office as taken from the current real estate ssm nt records. �_ /C ontract Purchaser Authorizeduthorized Agent)) (Gir�le One COMMONWEALTH OF VIRGINIA: 040 County of_ Subscribed and sworn to before me this_ day of County and State aforesaid,by the forenamed Principal. ° QRog*PUBLIC My Commission expires: DEBRA CCPOPE Commorm?alfh of V rg nia ���a,#iWt7g25fi My Qgmr iissitm LX i,% Nev.30.2022 s N N CO Attachment .e pecial Urnited rower of ttorney County of Frederick,Virginia Frederick Planning Web Site:www.fcva.us ,r Department of Planning&Development,County of Frederick,Virginia 107 North Kent Street,Suite 202 Winchester,Virginia 22601 Phone 540-665-5651 Facsimile 540-665-6345 Know All Men By Those Present:jhaL (We) (Name) t CL„e t 6� �t S (Phone) (Address)CWW,/ r L the owner(s)of all those tracts or parcels of land("Property")conveyed to me(us),by deed recorded in the Clerk's Office of the Circuit Court of the County of Frederick,Virginia,by Instrument No. on Page and is described as Parcel: Lot: Block: Section: Subdivision: do hereby make,co stitute and appoint: (Name) Z+tit e v l6 �-X (Phone) C)G�j-7 (Address)rU( 64 CJ 4t1 To act as my true and lawful attorney-in-fact for and in my(our)name,place,and stead with full power and authority I (we) would have-if acting personally to file planning applications for my(our) above described Property,including: Rezoning(including proffers) Conditional Use Permit Master Development Plan(Preliminary and Final) Subdivision Site Plan Comprehensive Policy Plan Amendment Appeal or Variance My attorney-in-fact shall have the authority to offer ^proffered conditions and to make amendments to previously approved proffered conditions except as follows: This authorization shall expire one year from the day it is signed, or until it is otherwise rescinded or modified. In witness thereof,I(we)have h to my our)hand and seal this �? day of_ 202 Signature(s) 9 to 4�GK ' CO RESOLUTION w 1 � w Action: y173R PLANNING COMMISSION: October 21, 2020 BOARD OF SUPERVISORS: October 28, 2020 RESOLUTION RESOLUTION TO APPROVE SEWER AND WATER SERVICE AREA(SWSA) BOUNDARY EXPANSION FOR THE NORTHEAST FREDERICK LAND USE PLAN (NELUP) OF THE 2035 COMREHENSIVE PLAN FOR CPPA#01-20 WAVERLY FARM AND ADOPTION OF TEXT FOR APPENDIX I FOR THE NORTHEAST FREDERICK LAND USE PLAN (NELUP) WHEREAS, The 2035 Comprehensive Plan, The Plan, was adopted by the Board of Supervisors on January 25, 2017; and WHEREAS, this amendment would result in an increase in Sewer and Water Service Area (SWSA) of the Northeast Land Use Plan (NELUP) by approximately 171-acres to include parcels 33-A-69, 33-A-70, 33-A-71, 33-A-73, 33-A-74, 33-A-75, 44-A-78, 44-A- 78A, 44-A-78B, 44-A-78C, 44-A-79, 44-A-80, and 44-A-80A. This amendment also includes supporting text to be added to the 2035 Comprehensive Plan, Appendix I— Area Plan, The Northeast Frederick Land Use Plan; and WHEREAS, the Comprehensive Plans and Programs Committee (CPPC) discussed the Waverly Farm CPPA request at their July 13, 2020 meeting and recommended the request be studied further; and WHEREAS, the Board of Supervisors and Planning Commission held a joint work session on August 12, 2020 and discussed the requested Waverly SWSA expansion. The Board of Supervisors directed staff and the CPPC to study this request further, work with Frederick Water to determine the ability to include this property in the SWSA; and WHEREAS, the Comprehensive Plans and Programs Committee (CPPC) at their September 14, 2020 meeting, discussed the Waverly Farm CPPA request and the proposed NELUP text, and recommended approval; and WHEREAS, the Planning Commission discussed this request at their October 7, 2020 meeting and recommended approval of the Waverly Farm CPPA SWSA expansion and text; and WHEREAS, the Board of Supervisors discussed this request at their October 14, 2020 meeting and directed the Planning Commission to hold a public hearing for the Waverly PDRes 446-20 226 Farm SWSA expansion request and the proposed text; and WHEREAS, the Planning Commission held a public hearing for this request at their October 21, 2020 meeting and recommended approval of the Waverly Farm SWSA expansion request and the proposed text; and WHEREAS, the Frederick County Board of Supervisors held a public hearing for this request at their regular meeting on October 28, 2020; and WHEREAS, the Frederick County Board of Supervisors finds that the Waverly Farm CPPA request to include approximately 171 acres into the Sewer and Water Service Area (SWSA) of the Northeast Frederick Land Use Plan (NELUP) of the 2035 Comprehensive Plan for parcels 33-A-69, 33-A-70, 33-A-71, 33-A-73, 33-A-74, 33-A-75, 44-A-78, 44- A-78A, 44-A-78B, 44-A-78C, 44-A-79, 44-A-80, and 44-A-80A, and text for Appendix I of the Northeast Frederick Land Use Plan, to be in the best interest of the public health, safety, welfare and future of Frederick County, and in good planning practice; and NOW, THEREFORE BE IT RESOLVED by the Frederick County Board of Supervisors that the Sewer and Water Service Area (SWSA) of the Northeast Frederick Land Use Plan (NELUP) of the 2035 Comprehensive Plan, be amended to expand the SWSA boundary to include 171-acres for the Waverly Farm CPPA request, for parcels: 33-A-69, 33-A-70, 33-A-71, 33-A-73, 33-A-74, 33-A-75, 44-A-78, 44-A-78A, 44-A- 78B, 44-A-78C, 44-A-79, 44-A-80, and 44-A-80A and adopt text for Appendix I of the Northeast Frederick Land Use Plan. Passed this 28th day of October 2020, by the following recorded vote: Charles S. DeHaven, Jr., Chairman Gene E. Fisher J. Douglas McCarthy Judith McCann-Slaughter Robert W. Wells Blaine P. Dunn Shawn L. Graber A COPY ATTEST Kris C. Tierney, Frederick County Administrator PDRes 446-20 227 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: October 28, 2020 ��Gt• Agenda Section: Planning Commission Business - Public Hearings Title: 2035 Comprehensive Plan Amendment, Northeastern Land Use Plan (NELUP) — Sewer and Water Service Area (SWSA) Boundary Limit Adjustments. Proposed Revisions to the NELUP to Adjust the Boundary of the SWSA. This Boundary Adjustment Proposes to Remove 681.97 Acres from the SWSA. This Area is Located East of Martinsburg Pike and North and South of Brucetown Road. The Adjustment also Proposed the Addition of 1,017.40-Acres to the SWSA in Three Locations: (1) West of 1-81, South of the West Virginia Line, North and South of Rest Church Road, (2) East of 1-81, South of the West Virginia Line, East of Woodside Road, North and South of Grace Church Road, and (3) West and Adjacent to 1-81 South of Hopewell Road. These Areas are Located within the Stonewall Magisterial District. This SWSA Boundary Adjustment Proposes an Overall Net Increase to the Boundary of 335.43 Acres. Attachments: BOS10-28-20NELUPSWSALimitsBoundaryStudy.pdf 228 CO e COUNTY of FREDERICK Department of Planning and Development 540/665-5651 Fax: 540/665-6395 MEMORANDUM TO: Frederick County Board of Supervisors FROM: Candice E. Perkins,AICP, CZA,Assistant Director RE: Public Hearing -Northeast Frederick Land Use Plan (NELUP) Sewer and Water Service Area (SWSA) Boundary Review DATE: October 22, 2020 This is a public hearing for proposed adjustments to the boundary of the Sewer and Water Service Area (SWSA) for the Northeast Frederick Land Use Plan(NELUP). This SWSA boundary review focused on: overall NELUP SWSA boundary, areas with planned land uses outside the SWSA, and SWSA boundaries that do not follow property lines. Text is also proposed for inclusion in the NELUP narrative in Appendix I (this text is also included with the public hearing for the Waverly Farm SWSA expansion request). This SWSA boundary study was coordinated with Frederick Water to ensure that any area recommended for potential inclusion could be served by public water and sewer by existing or planned future constructed infrastructure. With this amendment,the following adjustments are proposed(net increase of 335.43 acres): • Removal of 681.97-acres from the SWSA (identified for future planned extractive mining land uses) • Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. The following areas are proposed for SWSA adjustments: • Expansion: West of I-81, south of the West Virginia line, north and south of Rest Church Rd. • Expansion: East of 1--81, south of the West Virginia line, east of Woodside Rd, north and south of Grace Church Rd. • Expansion:Properties associated with Waverly Farm CPPA 901-20 • Reduction: East of Martinsburg Pike and north and south of Brucetown Rd. SWSA Adjustment for Additional Areas: At the October 14, 2020 Board of Supervisors meeting, two additional areas were directed to be sent forward for public hearing. The first area is located west of Interstate 81 and is adjacent to the VDOT rest area and the second area is located west of I-81,north of Cedar Hill Road. These additions would increase the proposed SWSA expansion by approximately 308 acres. The additions will necessitate the acreage being scheduled for a separate public hearing with the Planning Commission on November 4, 2020 and the Board of Supervisors on November 12, 2020. 229 Northeast Frederick Land Use Plan (NELUP) SWSA Boundary Adjustments October 22, 2020 Page 2 Staff Conclusion: The Planning Commission held a public hearing for this amendment at their meeting on October 21, 2020; the Commission recommended approval of the SWSA adjustments proposed and the NELUP text(also proposed with the Waverly Amendment). This amendment is presented to the Board of Supervisors for public hearing. Staff is seeking a decision from the Board of Supervisors on the following SWSA adjustments: • Removal of 681.97-acres from the SWSA. These land areas are identified for future planned extractive mining land uses. • Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. These additions were previously unsuccessful requested Comprehensive Plan Amendments (CPPAs). • Net change results in 335.43-acre addition to the SWSA. Northeast Frederick Land Use Plan (NELUP)—SWSA Boundary Study Discussion History: CPPC Recommendation—July 2020: The Comprehensive Plans and Programs Committee (CPPC) discussed the Waverly CPPA request their July 13, 2020 meeting. The comments provided by Frederick Water were also discussed. Frederick Water indicated that the water and sewer planning efforts in the northeastern area of Frederick County had evolved since this area was last evaluated by the CPPC in 2019. While water infrastructure is being developed in support of future land uses in the Northeast,sewer will not be readily available in this area soon. In addition to the Waverly Farm study, the Committee also supported a future larger land use study of the entire Northeast Land Use Plan (NELUP)that reexamines land use,transportation, and utility availability. Joint Work Session—August 12, 2020: The Board of Supervisors and Planning Commission held a joint work session on August 12,2020 and discussed the requested Waverly SWSA expansion request. The consensus reached following the discussion is that the Waverly Farm request and a SWSA study (boundary, capacity.Property lines) be studied separately but followinz a simultaneous timeline. Frederick Water Recommendations - Since the August work session, Frederick Water worked to analyze the SWSA and their ability to serve areas currently shown in the NELUP with a future planned land that are outside of the SWSA boundary. These areas,while designated with a future land use,are outside the limits of the SWSA and therefore do not have the ability to connect to public water and sewer if available. With the SWSA boundary review, Frederick Water did focus on including areas that had previously requested to be included in the SWSA with a Comprehensive Plan Amendment (CPPA). The Frederick Water Board of Directors adopted their"Recommended SWSA Revisions in the Route 11 North Corridor"on September 15, 2020. Their recommended SWSA revisions are: It is recommended that the SWSA boundary be adjusted to remove some areas from the SWSA when planned land uses clearly would not require Frederick Water's water and sanitary sewer services, and 230 Northeast Frederick Land Use Plan (NELUP) SWSA Boundary Adjustments October 22, 2020 Page 3 the addition of areas when planned land uses would require Frederick Water's water and sanitary sewer services. The recommendations also emphasize that private investment in sewer conveyance and treatment will be necessary to achieve the future planned land uses identified in the County's 2035 Comprehensive Plan's NEL UP. The private investment may be facilitated via Grant-in-Aid agreements similar to that utilized to bring sanitary sewer to this area of the County in early 2000;private upfront investment for 15 year capacity reservations andperpetual sewer availability fee credits equal to the property owner's initial investment value. 1) SWSA revisions a) Removal of 681.97-acres from the SWSA. These land areas are identified for future planned extractive mining land uses. b) Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. These recommended SWSA-additions were previously unsuccessful property owner initiated Comprehensive Plan Amendments (CPPAs). c) Net change results in 335.43-acre addition to the SWSA. 2) Sewer Conveyance Improvements (0-10 years) a) Add SCADA to all pump stations serving the NELUP area. Estimated at $20,000 per pump station. b) Upgrade the VDOT sanitary sewer pump station to accommodate 2.250MGD flows. Estimated at$2,100,000. c) Upgrade forcemain downstream of MOT pump station past Rutherford Crossing shopping center. Estimated at$2,000,000. d) Upgrade the Stephenson Regional sanitary sewer pump station. This upgrade should increase the capacity of the pump station to its previously designed maximum flow rate. Estimated at$300,000. 3) Wastewater Treatment capacity expansion (10-20 years) a) Expand OWRF or construction a new wastewater treatment plant in NELUP to increase treatment capacity. Size the additional treatment capacity at 6 MGD,possibly an initial phase of 2 MGD. Estimated at$50,000,000 CPPC Discussion— September 2020: The Comprehensive Plans and Programs Committee (CPPC) discussed the NELUP SWSA proposed adjustments at their September 14, 2020 meeting. The Committee discussed each of the Frederick Water proposed areas and the two areas outside of the expansion proposal. The Committee recommended approval of the additions and reductions endorsed by Frederick Water. The Committee did not support the inclusion of the two areas that were not included in Frederick Water's recommended adjustment areas. The Committee recommended that these areas remain outside the SWSA and any future requests should seek a future Comprehensive Plan Amendment (CPPA). Planning Commission Discussion: The Planning Commission discussed this item at their meeting on October 7, 2020. During the meeting, the Commission discussed the 335-acres shown as the net increase and questioned if that would be the real impact. It was discussed whether the actual SWSA increase would be the total 1,017-acres, even with the 681-acre removal since this area would not 231 Northeast Frederick Land Use Plan (NELUP) SWSA Boundary Adjustments October 22, 2020 Page 4 necessarily need public water and sewer. It was noted that Frederick Water has utilized the area proposed for removal in the past for capacity planning since it had a planned land use and was within the SWSA. Removing this area from the SWSA would increase the ability to plan for services in other areas. The Commission also stated that the areas shown with this adjustment have already been planned and identified for future development;this is not expanding the developable area of the County as these areas were anticipated with past NELUP efforts. This study is allowing the County to right size the SWSA with input from Frederick Water, it helps align infrastructure and land use planning. The Commission acknowledged that this coordinated study is a great step to plan for future land uses and the infrastructure needed to implement it. Ultimately, the Commission endorsed the SWSA adjustments and NELUP text as presented and forwarded the item to the Board of Supervisors for discussion. Board of Supervisors Discussion: The Board of Supervisors discussed this item at their meeting on Octoberl4, 2020. The Board of Supervisors sent the NELUP SWSA adjustments forward for public hearing with the inclusion of the two areas with planned industrial land uses which were originally excluded from the expansion area of the SWSA (additional 308-acres). Planning Commission Public Hearing: The Planning Commission held a public hearing for the SWSA boundary adjustments at their meeting on October 21, 2020; there were no public comments and the Commission recommended approval of the SWSA adjustments and the proposed NELUP text. Staff Conclusion: This amendment is presented to the Board of Supervisors for public hearing. Staff is seeking a decision from the Board of Supervisors on the following SWSA adjustments: • Removal of 681.97-acres from the SWSA. These land areas are identified for future planned extractive mining land uses. • Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. • Net change results in 335.43-acre addition to the SWSA. Attachments • Map 1- Current NELUP and SWSA with proposed adjustments. • Map 2 -Areas with planned land uses outside the limits of the SWSA adjustment. • Draft text for the NELUP SWSA—to be added to Appendix I (proposed with Waverly also). • Frederick Water- Recommended SWSA Revisions in the Route 11 North Corridor. CEP/ S:\Committees\CPPC\CPPA's\2020 CPPA and NELUP SWSA Study\BOS NELUP SWSA Public Hearing Memo.docx 232 Northeast Frederick Land Use Plan - SWSA Review Frederick Water Draft Recommendations I BERKELEY COUNTY WEST VIRGINIA 1 aa� i � A OArea Plans i Parcels �i ® �Urban DevelopmentArea Existing SWSA Proposed SWSA �i Future Route 37 Bypass Long Range Land Use _..__ Business -___� � `� � ••- 7 � c�eaa,00xes I Mixed Use Industrial/Office V Industrial Xn' Warehouse 11 Q.®Heavy Industrial Extractive Mining • ( Rl Community 1 `+�n�ri� Center Fire&Rescue /� �: i' �' / iw✓ ��� R-1 CC uni y �----�� ��� _ �� ��+��.���•" / CD Sensitive Natural Areas ' �,�� � ,������� �✓ Institutional 1 � 1 1 1 1 • BERKELEY 1 1 1 1 BERKELEY COUNTY COUNTY WESTVIRGINIA WEST VIRGINIA J o t� x near !' L erooxse B11 Rural Com ity r Pte\ swC. J �- com v cure, 0 0.4 0.8 1.6 Miles 233 Map Produced by Frederick County Planning and Development Dept. September 9,2020 Northeast Frederick Land Use Plan - SWSA Review Planned Land Uses Outside of Proposed Frederick Water SWSA it BERKELEY COUNTY WEST VIRGINIA , Area Plans i Parcels _ r J1, C:>Urban Development Area r Existing SWSA Proposed SWSA i Future Route 37 Bypass Long Range Land Use �; — i `" �`� !_,•___ ClearBrook�� '1 CD Business 1; �� W�RuralC rty o Mixed Use Industrial/Office CD Industrial Warehouse Heavy Industrial X1'/1 4, ��� - ,��++�7 Extractive Mining "I0 Rural Community Center 61 .1 Cnenaon Fire&Rescue Rural Commun l ensitive NaturalAreas S N r t� Aft 41 Institutional BERKELEY 1 ' 1 • 1 COUNTY WEST VIRGINIA i if j a Clear Brook s 811-1— �e irk MMkaurar commun,ry't I r' ,L\ ia6, Biephen ,� Com ry 4 < Cenrer ✓/� ~ `• 0 0.4 0.8 1.6 Miles 234 Map Produced by Frederick County Planning and Development Dept. September 9,2020 APPENDIX I—AREA PLANS NORTHEAST FREDERICK LAND USE PLAN NELUP - INCLUDING TEXT APPROVED WITH THE FOLLOWING AMENDMENTS; • MCCANN-SLAUGHTER AMENDMENT Approved by the Board of Supervisors on August 13, 2014 • BLAIN AMENDMENT Approved by the Board of Supervisors on February 25, 2015 • SEWER AND WATER SERVICE AREA STUDY Approved TBD SEWER AND WATER SERVICE AREA (SWSA) STUDY (Draft Text) The Sewer and Water Service Area (SWSA) as outlined in the 2035 Comprehensive Plan, serves as the boundary that designates the limits of where public water and sewer could be extended. Future planned land uses shown on the Northeast Frederick Land Use Plan Map recognize the importance of planning for the County's economic development goals by designating sufficient areas for future commercial and industrial uses. Including these planned areas within the boundary of the SWSA is key to ensuring they are recognized for their future development potential as well as their inclusion in infrastructure planning. The 2020 SWSA study reviewed the boundary limits for areas with adopted future planned land uses that are intended to further economic development goals and expanded the SWSA to include these key areas. The study also reduced the SWSA boundary for areas with a planned land use that support economic development but do not require public water and sewer. This SWSA boundary review also recognizes that Frederick Water has identified significant sanitary sewer infrastructure improvements that will be necessary to increase conveyance and treatment capacities to meet the demands of new development. While some improvements could be addressed on a case-by-case approach, other larger improvements may be necessary which will require significant investments. Participation and coordination by multiple property owners for infrastructure financing should be considered to address the more significant conveyance and treatment needs. More importantly, future rezoning applications in this area must adequality address any infrastructure needs and impacts. Properly sized and constructed sanitary sewer infrastructure improvements must be in place and operational to facilitate future development proposals. 235 FREDERICK WATER 315 Tasker Road PH(540)868-1061 Eric R.Lawrence Stephens City,Virginia 22655 Fax(540)868-1429 Executive Director www.FrederickWater.com MEMORANDUM TO: Candice Perkins, Assistant Director, Frederick County Planning Department FROM: Eric R. Lawrence, Executive Director, Frederick Water SUBJECT: Recommended SWSA Revisions in the Route 11 North Corridor DATE: September 16, 2020 During a Frederick County Board of Supervisors-Planning Commission work session on August 12, 2020, Frederick Water was tasked with reviewing the existing Sewer and Water Service Area (SWSA) boundaries and sewer demands and system capacities in the County's Route 11 North corridor, more specifically the area depicted in the County's Northeast Land Use Plan (NELUP). The catalyst for the review of the SWSA was a Comprehensive Policy Plan Amendment (CPPA) application to include the Waverly Farm property within the SWSA. The Board of Supervisors recognized that there may be sewer service challenges in the NELUP area and requested Frederick Water's recommendations for the NELUP-area SWSA boundary that incorporates the Waverly Farm and possibly other past unsuccessful CPPA requests. Frederick Water staff assembled a brief analysis of the sewer system capacities and projected future sewer demands, utilizing information captured in the 2017 Sanitary Sewer Master Plan. The analysis identified necessary sanitary sewer infrastructure improvements to meet future demands and recognized that the necessary improvements should be funded through property owner contributions as the improvements will facilitate economic development opportunities for the property owners. Revisions to the SWSA would enable additional property owners to contribute funding towards, and benefiting from, the improvements. Attached is a brief analysis and recommendations drafted to address the Board of Supervisors' request. The Frederick Water Planning Committee reviewed this SWSA request during their meeting on September 14, 2020, and forward their comments and recommendations for the Frederick Water Board of Director's consideration. On September 15, 2020, the Frederick Water Board of Directors forwarded a SWSA recommendation for the Board of Supervisors consideration; that recommendation is attached. Attachments: Support Materials and Recommended Revisions to the NELUP SWSA Water At Your service 236 NELUP SWSA review by Frederick Water September 15, 2020 Task Review existing SWSA boundaries and sewer demands and system capacities. Propose new NELUP-area SWSA boundary that incorporates Waverly Farm and possibly other past unsuccessful CPPA requests. Provide an update on sewer demands, capacities, deficiencies, and remedies. Background The 2017 Sanitary Sewer Master Plan (SSMP) considered the planned land uses depicted in the County's 2035 Comprehensive Policy Plan (2035 CPP). The SSMP's Northern Service Region captured the 2035 CPP's Round Hill plan, Northeast Land Use Plan (NELUP), and a portion of planned land uses generally located north of Senseny Road. For today's SWSA review effort, we are looking at the NELUP area, generally north of the intersection of 1-81 and Martinsburg Pike (Rutherford Crossing shopping center area). The NELUP area is served by a series of sanitary sewer pump stations and forcemains,generally following the Martinsburg Pike (Route 11) corridor and flowing from the north to south. The Rest Church Road area is a lower elevation than the Rutherford Crossing shopping center area, therefore requiring pump stations and forcemains to convey sanitary sewer flows to the wastewater treatment plant-the Opequon Water Reclamation Facility(OWRF)- located on Berryville Pike (Route 7). The SSMP projects a future deficiency for sewer conveyance and treatment in the Northern Service Region. The most crucial limitations are related to the capacity in the common forcemain from the VDOT pump station, the overall pumping capacity of the Red Bud pump station, and the capacity of FWSA's Abrams Creek Interceptor. Through efforts already underway with the construction of the Stephenson Interceptor sewer, sewer conveyance will be re-routed away from the Red Bud pump station and the Abrams Creek Interceptor. The intent of the Stephenson Interceptor is to direct sanitary flows from the VDOT pump station, past Rutherford Crossing, to the Stephenson Regional pump station. The Stephenson Interceptor also captures sanitary sewer flows generated in Snowden Bridge and the new Graystone Business Park. The common eight-inch forcemain from the VDOT pump station is nearing capacity.The velocities in the forcemain when multiple pumps are pumping simultaneously are creating high headloss conditions. These conditions may exclude smaller pump stations from effectively pumping into the conveyance system. Smaller pump stations like Carroll Industrial Park, Hiatt Run, Rutherford Crossing, and Omps are challenged. With additional sanitary sewer flows redirected to the Stephenson Regional pump station, its planned pump station upgrades will need to be advanced in the near term. 237 Sanitary sewer flows in the NELUP area currently flow to the Opecluon Water Reclamation Facility (OWRF)for treatment. Treatment capacities at the plant are presently available to meet today's demands but will be insufficient to meet the long term demands of the built-out NELUP. Planned Land Uses and Projected Sanitary Sewer Demands The planned land uses of the NELUP were captured in the 2017 SSMP. There has not been significant development over the past 3 years within NELUP that would drastically impact the calculations. Some of the development that has occurred include the addition of Amazon and Handy Mart(Rest Church area), and a few restaurants and a hotel in Rutherford Crossing. Table 3.1 below shows the expected development by land use over the next 30 years, and it is broken down by the sewerage facilities most likely to directly receive the new development's flow. (2017 land use information extrapolated from 2035 CCP's NELUP) BreakdownTable 3.1 Land Use Growth Commercial (Ac.) Industrial (Ac.) Residential(Ac.) Total By Location Woodbine PS 322 782 1,104 VDOT PS 204 140 344 Stephenson Regional PS 389 389 Rutherford Crossing PS 58 531 589 Red Bud Run PS 30 383 38 451 238 The additional flows created by new development were computed using the available number of acres in three streamlined categories: commercial, industrial, and residential.The growth areas were the main focus in this calculation as they will create the greatest burden on the existing sewer system. A location- by-location breakdown of total increase in flow over the next 30 years can be seen in Table 3.2. Table 3.2 30-Year Projected Flow Increase Breakdown Location Flow Increase (MGD) Woodbine 1.73 VDOT 0.41 Stephenson Regional 1.95 Rutherford Crossing 1.19 Red Bud Run 0.91 The flows shown in Table 3.3 for the OWRF are only Frederick Water's flow contributions. It should be noted that the flow's 5-to 10-year growth projections for the OWRF exceed the current design. BreakdownTable 3.3 Growth Opequon Flow Contributions Current 5 Year 10 Year 15 Year 20 Year 30 Year Previous Total 2.900 2.900 4.964 7.238 8.560 10.108 Northern 1.646 1.096 1.322 1.374 0.316 Eastern 0.418 1.178 0.174 0.209 Running Totals 2.900 4.964 7.238 8.560 10.108 10.633 Flow Contributions Current 5 Year 10 Year 15 Year 20 Year 30 Year Previous Total 0.038 0.038 1.684 2.689 4.011 5.077 Northern Redirect 0.067 0.931 1.090 1.066 0.316 Stephenson 1.579 0.074 0.232 Running Totals 0.038 1.684 2.689 4.011 5.077 5.393 239 Sanitary Sewer System Analysis It is projected that the VDOT pump station could accommodate 100,000 GPD of additional sanitary sewer flows, but the increased headloss will significantly impact the abilities of the smaller downstream pump stations to inject their flows. SCADA improvements which link communication amongst the pump stations would improve the flow abilities and efficiencies.These SCADA improvements should increase the capacity of the pump stations to its previously designed maximum flow rate. The use of a SCADA system would reduce the occurrence of multiple pumps running simultaneously, reduce high pressure conditions, and help reduce flow spikes at the VDOT pump station. Once SCADA improvements are implemented, actual upgrades to the VDOT pump station and forcemain, and the Stephenson Regional pump station will be required to accommodate additional flows. Limitations at the Opequon Water Reclamation Facility(OWRF) will warrant its expansion and/or establishment of a new wastewater treatment facility in the northern region to meet sanitary sewer flow treatment. The 2017 SSMP projects that the new wastewater treatment plant will be needed within 10-20 years, dependent on development trends in the commercial/industrial sectors. The timeline for the sanitary sewer system upgrades will be driven by the pace of introduction of new sanitary sewer flows. Conveyance and treatment limitations in the NELUP area would suggest that low sanitary sewer generators are more desirable than heavy flow generators. New treatment technologies and the ability of industrial onsite pre-treatment may also create avenues for less stringent treatment requirements in the future, possibly minimizing discharge to the sanitary sewer system and enabling onsite pre-treatment to be discharged under VPDES permits. 240 Recommendations It is recommended that the SWSA boundary be adjusted to remove some areas from the SWSA when planned land uses clearly would not require Frederick Water's water and sanitary sewer services, and the addition of areas when planned land uses would require Frederick Water's water and sanitary sewer services. The recommendations also emphasize that private investment in sewer conveyance and treatment will be necessary to achieve the future planned land uses identified in the County's 2035 Comprehensive Plan's NELUP. The private investment may be facilitated via Grant-in-Aid agreements similar to that utilized to bring sanitary sewer to this area of the county in early 2000; private upfront investment for 15-year capacity reservations and perpetual sewer availability fee credits equal to the property owner's initial investment value. 1. SWSA revisions a. Removal of 681.97-acres from the SWSA. These land areas are identified for future planned extractive mining land uses. b. Addition of 1,017.40-acres to the SWSA. These land areas are identified for future planned business and industrial land uses. These recommended SWSA-additions were previously unsuccessful property owner initiated Comprehensive Policy Plan Amendments (CPPAs). c. Net change results in 335.43-acre addition to the SWSA. 2. Sewer Conveyance Improvements (0-10 years) a. Add SCADA to all pump stations serving the NELUP area. Estimated at$20,000 per pump station. b. Upgrade the VDOT sanitary sewer pump station to accommodate 2.250MGD flows. Estimated at$2,100,000. c. Upgrade forcemain downstream of VDOT pump station past Rutherford Crossing shopping center. Estimated at$2,000,000. d. Upgrade the Stephenson Regional sanitary sewer pump station.This upgrade should increase the capacity of the pump station to its previously designed maximum flow rate. Estimated at$300,000. 3. Wastewater Treatment capacity expansion (10-20 years) a. Expand OWRF or construction a new wastewater treatment plant in NELUP to increase treatment capacity. Size the additional treatment capacity at 6 MGD, possibly an initial phase of 2 MGD. Estimated at$50,000,000 241 APPENDIX I - AREA PLANS FREDERICK WATER RECOMMENDATION 9/ 15/2020 NORTHEAST FREDERICK LAND USE PLAN NELUP - INCLUDING TEXT APPROVED WITH THE FOLLOWING AMENDMENTS; • MCCANN-SLAUGHTER AMENDMENT Approved by the Board of Supervisors on August 13, 2014 • BLAIN AMENDMENT Approved by the Board of Supervisors on February 25, 2015 • SWSA ADJUSTMENT AMENDMENT Approved by the Board of Supervisors on XXXXXX XX, 202x The Northeast Frederick Land Use Plan, NELUP, was approved by the Board of Supervisors on July 14th, 2011. At that time, the series of four maps detailing the Plan were approved. Text describing the Plan was not included. Subsequently, the two amendments to this plan noted above have included a text component. The text component of the plan follows. Northeast Land Use Plan 1 242 APPENDIX I - AREA PLANS MCCANN-SLAUGHTER AMENDMENT (BOS APPROVED AUGUST 13, 2014) The Comprehensive Plans and Programs Committee (CPPC), at their April 14, 2014 meeting, recommended that the following amendment be incorporated into the Northeast Land Use Plan: The CPPC proposed the following balanced approach as an amendment to the Northeast Land Use Plan for the McCann-Slaughter properties located near the intersection of Martinsburg Pike (Route 11) and Old Charlestown Road (Route 761). This location has historically been identified as a Sensitive Natural Area (NSA) due to the environmental and historical features on and around the site, most notably Stephenson's Depot. • Protection of the environmental features of the site. • Preservation of those areas identified with NSA's and development limited to those areas to the south of the NSA's and south of McCann's Road. • Utilizing McCann's Road and other historical features, such as Milburn Road, as features to be protected and potentially used in a manner that promotes their historical context (an extension of the historical trail system in the area). • An O.M. (Mixed Use Office/Industrial) land use designation. • Access to be provided via a new north south road that would generally be adjacent to the border of the Sensitive Natural Area (NSA) providing access from Old Charles Town Road to McCann's Lane and the southern portion of the property. Ultimately, Route 37 would divide the southern portion of the property. No access would be permitted to McCann's Lane for vehicular access to Martinsburg Pike or Milburn Road. Subsequently, the proposal was further evaluated to determine if other elements could be incorporated into the proposed amendment that would further ensure the environmental, historical, and development resources were protected, promoted, and sensitively integrated together in this balanced amendment to the Northeast Land Use Plan. To that end, the following items should be addressed with the future development of this area. • A buffer adjacent to McCann's lane that is approximately 50'in width (from the centerline). Contained within this area; native landscape plantings and preservation of the existing hedgerows aimed at Northeast Land Use Plan 2 243 APPENDIX I - AREA PLANS preserving this resource and its character, interpreting the historical landscape, and buffering the future development. • A transitional buffer between the existing floodplain and future land uses that promotes environmental best management practices and buffers the historical NSA from the future land uses (landscaping, building height transitions, view sheds). This buffer may include areas of the identified environmental resources. • The ability to include a small area of neighborhood commercial land use in support of the proposed OM land use. This would be located in the northern portion of the OM land use adjacent to the future road. • An interpretive trail head/parking area in the northern portion of this area adjacent to the proposed road could be incorporated into the design of the project, potentially in conjunction with a small area of neighborhood commercial. The interpretation may be reflective of the environmental and historical resources of the site and area. • The CPPC recommended the OM land use designation extends to the center of the stream. (A subsequent evaluation of this indicated it would be more appropriate to have the edge of the ultimate floodplain be the common boundary as a floodplain is, by definition in the 2030 Comprehensive Plan, an identified Sensitive Natural Area). • The location and design of the road should be sensitive to the environmental and historical resources and should have minimal impact. • Historical signage consistent with currently used signage should be provided. • Historically relevant features, such as split rail fences, should be considered as a feature of the future development. But care should be taken to ensure the character of the resource isn't changed. • Appropriate traffic controls should be provided on McCann's Lane to ensure that it is used only for pedestrian and bicycle users. In general, balance was maintained as the overarching theme of the discussion of the CPPC, and subsequently, the discussion of the ad-hoc CPPC/HRAB group. Northeast Land Use Plan 3 244 APPENDIX I - AREA PLANS BLAIN PROPERTIES AMENDMENT (BOS APPROVED FEBRUARY 25, 2015) Approved lanauaae: The area of land use northwest of Exit 321, Interstate 81, Hopewell Road, and south of Cedar Hill Road is commercial and industrial in character. In general, the north-south major collector road that has been identified and is necessary to support this area of land use serves as a boundary between the commercial and industrial land uses. Flexibility should be offered in the final balance and location of land uses. Future applications for rezoning in this area shall adequately address any potential impacts to public facilities, in particular transportation, and shall implement any necessary transportation improvements. Northeast Land Use Plan 4 245 APPENDIX I - AREA PLANS SWSA ADJUSTMENT AMENDMENT (BOS APPROVED XXXXXXX XX, 202X) The Comprehensive Plans and Programs Committee (CPPC), at their XXXXX XX, 20XX meeting, recommended that the following SWSA adiustment and text be incorporated into the Northeast Land Use Plan: The SWSA within the Northeast Land Use Plan recognizes the importance of planning for economic development, properly designating planned land uses, and placing those sites within the SWSA as an indication that the county is supportive of properly planned economic development opportunities. Properties that had previously been designated with planned land uses to promoted economic development have been captured within the SWSA. Those properties that are designated with planned land uses that support economic development but do not require public water and sewer have been removed from the SWSA. The SWSA adjustment elevates the importance of access to public water and sewer for the underlying planned land uses to be realized. Significant sanitary sewer improvements will be necessary to increase conveyance and treatment capacities to meet the demands of new development. While some improvements may certainly be addressed on a case-by-case approach, other improvements will require significant investment. Consideration of multiple property owner involvement in infrastructure financing should be considered to address the more significant conveyance and treatment needs. More important, property owners realize that properly sized and constructed sanitary sewer infrastructure needs to be in place and operational to facilitate private site development. Northeast Land Use Plan 5 246 Long Range Land Use Extractive Mining Land Uses REMOVE 681.97 acres Fruit Hill Orchard ADD 153.65 acres Business The Interstate Orchard ADD 156.90 acres Waverly Farm ADD 174.64 acres -_-_� Community Centel Woodside ADD 532.21 acres Extractive Mining fj j Net Change to 5W5A=+335.43 acres ®Heavy Industrial Industrial ®Mixed Use Industrial/Office 0 Planned Unit Development Park Residential Sensitive Natural Area Warehouse /A M 0 r �l d/ 0.. Gak 0MMMA i Is FREDERICK WATER Proposed SWSA Adjustments Sewer/Water Service Area-Adjustments Sewer/Water Service Area-Current ®Extractive Mining Land Uses S Fruit Hill Orchard The Interstate Orchard OWaverly Farm Woodside ` N i "r ' WE S Date:9/152020 5 :Esri, ER ,�armin,USGS,Interm p,INC E�ENT Pt RCan,Esri Japan,METI,Esri China (Hong Kong),Esri Korea,Esri(Thailand),NOCC,(c)OpenS.treetMa�contributors,and the GIS User 247 Community i FREDERICK WATER New SWSA Boundary 6 i New SWSA '$r Sources:Esri,HERE,Gari in,USGS,In[ S Date:9/15/2020 (Hong Kong),Esri Korea,Esri(Thailand),NGCC,(c)OpenStreetMap contributors,and the GIS User 248 Commun Ry FREDERICK WATER New SWSA Boundary Current Sewer Infrastructure N //Woodbine New SWSA �/ P5 Sewer Gravity Main Sewer Force Main Sewer Pump Station N W*` F S Date:9/15/2020 / 'Ps Clearbrook Park Sewer Pump Station d, r` Ps VDO/Rest'Area I-81 Ps Yardmaster Court Carroll Industrial Park / Ps Welltown Rd/Tyson Dr. Ps Hiatt,Run Pump Station /Ps ////�/ / Rutherford Crossing Sewer Pump'Station PS Ps J&/// K!Investment,Pump,Station Ps Omps Rail.War�e / Stephenson Regional Sewer Pump Station PSA� .a.. Red Bud Run Pump Station Ell r* Sources:Esri, ERE,Garmin,US/GS,Intermap,INCREMENT P,NRCan,Esri Japan,METI,Esri China (H'• g Kong),Esri Korea,Esri(T ailand),NGCC,(c)OpenStree ap contributors,and the GIS User 249 T' Community APPENDIX I - AREA PLANS CURRENT NELUP AS ADOPTED BY THE FREDERICK COUNTY BOARD OF SUPERVISORS ON JANUARY 25, 2017. NORTHEAST FREDERICK LAND USE PLAN NELUP - INCLUDING TEXT APPROVED WITH THE FOLLOWING AMENDMENTS; • MCCANN-SLAUGHTER AMENDMENT Approved by the Board of Supervisors on August 13, 2014 • BLAIN AMENDMENT Approved by the Board of Supervisors on February 25, 2015 The Northeast Frederick Land Use Plan, NELUP, was approved by the Board of Supervisors on July 14th, 2011. At that time, the series of four maps detailing the Plan were approved. Text describing the Plan was not included. Subsequently, the two amendments to this plan noted above have included a text component. The text component of the plan follows. Northeast Land Use Plan 1 250 APPENDIX I - AREA PLANS MCCANN-SLAUGHTER AMENDMENT (BOS APPROVED AUGUST 13, 2014) The Comprehensive Plans and Programs Committee (CPPC), at their April 14, 2014 meeting, recommended that the following amendment be incorporated into the Northeast Land Use Plan: The CPPC proposed the following balanced approach as an amendment to the Northeast Land Use Plan for the McCann-Slaughter properties located near the intersection of Martinsburg Pike (Route 11) and Old Charlestown Road (Route 761). This location has historically been identified as a Sensitive Natural Area (NSA) due to the environmental and historical features on and around the site, most notably Stephenson's Depot. • Protection of the environmental features of the site. • Preservation of those areas identified with NSA's and development limited to those areas to the south of the NSA's and south of McCann's Road. • Utilizing McCann's Road and other historical features, such as Milburn Road, as features to be protected and potentially used in a manner that promotes their historical context (an extension of the historical trail system in the area). • An O.M. (Mixed Use Office/Industrial) land use designation. • Access to be provided via a new north south road that would generally be adjacent to the border of the Sensitive Natural Area (NSA) providing access from Old Charles Town Road to McCann's Lane and the southern portion of the property. Ultimately, Route 37 would divide the southern portion of the property. No access would be permitted to McCann's Lane for vehicular access to Martinsburg Pike or Milburn Road. Subsequently, the proposal was further evaluated to determine if other elements could be incorporated into the proposed amendment that would further ensure the environmental, historical, and development resources were protected, promoted, and sensitively integrated together in this balanced amendment to the Northeast Land Use Plan. To that end, the following items should be addressed with the future development of this area. • A buffer adjacent to McCann's lane that is approximately 50'in width (from the centerline). Contained within this area; native landscape plantings and preservation of the existing hedgerows aimed at Northeast Land Use Plan 2 251 APPENDIX I - AREA PLANS preserving this resource and its character, interpreting the historical landscape, and buffering the future development. • A transitional buffer between the existing floodplain and future land uses that promotes environmental best management practices and buffers the historical NSA from the future land uses (landscaping, building height transitions, view sheds). This buffer may include areas of the identified environmental resources. • The ability to include a small area of neighborhood commercial land use in support of the proposed OM land use. This would be located in the northern portion of the OM land use adjacent to the future road. • An interpretive trail head/parking area in the northern portion of this area adjacent to the proposed road could be incorporated into the design of the project, potentially in conjunction with a small area of neighborhood commercial. The interpretation may be reflective of the environmental and historical resources of the site and area. • The CPPC recommended the OM land use designation extends to the center of the stream. (A subsequent evaluation of this indicated it would be more appropriate to have the edge of the ultimate floodplain be the common boundary as a floodplain is, by definition in the 2030 Comprehensive Plan, an identified Sensitive Natural Area). • The location and design of the road should be sensitive to the environmental and historical resources and should have minimal impact. • Historical signage consistent with currently used signage should be provided. • Historically relevant features, such as split rail fences, should be considered as a feature of the future development. But care should be taken to ensure the character of the resource isn't changed. • Appropriate traffic controls should be provided on McCann's Lane to ensure that it is used only for pedestrian and bicycle users. In general, balance was maintained as the overarching theme of the discussion of the CPPC, and subsequently, the discussion of the ad-hoc CPPC/HRAB group. Northeast Land Use Plan 3 252 APPENDIX I - AREA PLANS BLAIN PROPERTIES AMENDMENT (BOS APPROVED FEBRUARY 25, 2015) Approved lanauaae: The area of land use northwest of Exit 321, Interstate 81, Hopewell Road, and south of Cedar Hill Road is commercial and industrial in character. In general, the north-south major collector road that has been identified and is necessary to support this area of land use serves as a boundary between the commercial and industrial land uses. Flexibility should be offered in the final balance and location of land uses. Future applications for rezoning in this area shall adequately address any potential impacts to public facilities, in particular transportation, and shall implement any necessary transportation improvements. Northeast Land Use Plan 4 253 © Existing Elementary . Existing High School 19 Future Elementary oFuture Park � Eastern Road Plan • \�• %` New Major Arterial ' Improved Major Arterial •+\�• New Minor Arterial -V I 00111-�Improved Minor Arterial } +�} New Major Collector Improved Major Collector •^��• New Minor Collector /'_ ♦�Improved Minor Collector �•n, Ramp Ar, Roundabout �\ Trails /� }F ���;I•,•�'k �r � � 3 �\ 6 S' Brook �: ro wn — \i1 /H ` Rural Co iiiiiy 665 i � G G ® , o i �:� ® ', Rurai Community �� 9 �r �NNIM/ -- i sT VFW- 661 , p • � 661 is • l • �e City Of Winchester a , 00Area Plan \ _ �'• Northeast • �•� Urban Development Area Sewer and Water Service Area '`O,Future Rt 37 Bypass • Use Plan Land Use Legend OBusiness ®Heavy Industrial Urban Center •Sensitive Natural Areas N SGS?`=COO ®Mixed-Use ®Mixed Use Industrial\Office Neighborhood Village Fire&Rescue4, Mixed Use Commercial\Office •Extractive Mining ® OM Institutional Commercial Recreation Highway Commercial O Residential Recreation School S -Industrial 440 Planned Unit Development Natural Resources&RecreationRural Community Center ®Warehouse ;JZD Park 2035 Comprehensive Policy Plan Man 0 0.25 0.5 1 1.5 Miles Adopted January 25,20:254 i I I I � � , sse mow,,,• /•F 4 Cf..,eroox s erJ erowa '' ` Rural Communi 665 73, � r Stephenson ' Rural Commonrry Aot 37 l• z� • :r • V�, City of Winchester Area Plan Northeast Frederick Land Use Plan Urban Development Area Sewer and Water Service Area '-`• ;.Future Rt 37 Bypass Trans• • . • . • Ck.�o •*'%,*New Major Arterial *'..#New Major Collector 0'%.# N,i Ramp 0'4*.i Improved Major Arterial 0*%.o Improved Major Collector Roundabout 1%*New Minor Arterial New Minor Collector Trails s *'%.I Improved Minor Arterial Improved Minor Collector 2035 Comprehensive Policy Plan Map 0 0.25 0.5 1 Miles Adopted January 25,20:255 r I i O ( _ J n '( 0— CT)o Cf—Brook s er4iteem— Rural C..—I 6102 A[er e` b .12 CH V A B f ` y•a C.,v �^m w 4`` OO. Stephenson Rural Community . Cen[er 37 659 • , i• ••• • • • Y • ••, • _ � - �•- City of Winchester •••'• NortheastArea Plan - • - • Use Plan Urban Development Area Sewer and Water Service Area Transportation Map - Lane Divides Proposed Lane Divides Noy, �04 Lane Limited Access w/ CD Lanes (if required) we 1'x, g.a, 6 Lane Divided s 4 Lane Divided 2035 Comprehensive Policy Plan Map 0 0.25 0.5 1 Miles Adopted January 25,20:256 i I i F% s Y — / J. / r- _ 61 CT) Cl-Brook&8 B- eYo wn Rural Comm<ini(y Ocenter ....r..... 672 _ GC16, SfePhen Rural Com unity - 37 !I 1111\ -.j♦ \\I\\\ �<-._. "moo.,. ..• ��`-� \\\\\\ kyr - I♦ I♦�, `•• ••• / •.. �V, City of Winchester •,• Area Plan Northeast Frederick Land Use Plan Community Facilities Natural o- f • Recreational Urban Development Area Sewer and Water Service Area -\__.;Future Rt 37 Bypass Resources Plan Facilities Future Elementary Community Facilities Park Existing Elementary Elementary School Future Park v Future Elementary School water Resources Area (SDI Future Park WExisting High School g ///,Middle School O Natural Resource&Recreation Areas High School •Sensitive Natural Areas g /�+ %;� Fire&Rescue Station ��Rural Community Center 2035 Comprehensive Policy Pian Map 0 0.25 0.5 1 Miles Adopted January 25,20- 4�GK CO w RESOLUTION w � yRMA 1739 Action: PLANNING COMMISSION: October 21, 2020 BOARD OF SUPERVISORS: October 28, 2020 RESOLUTION RESOLUTION TO APPROVE SEWER AND WATER SERVICE AREA (SWSA) BOUNDARY ADJUSTMENTS FOR THE NORTHEAST FREDERICK LAND USE PLAN (NELUP) OF THE 2035 COMREHENSIVE PLAN (EXPANSIONS AND REDUCTIONS)AND ADOPTION OF TEXT FOR APPENDIX I FOR THE NORTHEAST FREDERICK LAND USE PLAN (NELUP) WHEREAS, The 2035 Comprehensive Plan, The Plan, was adopted by the Board of Supervisors on January 25, 2017; and WHEREAS, this amendment would result in boundary adjustments to the Sewer and Water Service Area (SWSA) of the Northeast Land Use Plan (NELUP). This adjustment proposes to remove approximately 681.97 acres from the SWSA and add 1,017.4 acres to the SWSA. This amendment also includes supporting text to be added to the 2035 Comprehensive Plan, Appendix I — Area Plan, The Northeast Frederick Land Use Plan; and WHEREAS, the Board of Supervisors and Planning Commission held a joint work session on August 12, 2020 and directed Staff to work with Frederick Water to examine the boundary of the Sewer and Water Service Area (SWSA) of the North East Land Use Plan (NELUP); and WHEREAS, the Comprehensive Plans and Programs Committee (CPPC) at their September 14, 2020 meeting, discussed the boundary of the Sewer and Water Service Area (SWSA) of the Northeast Land Use Plan (NELUP) and the recommendations prepared by Frederick Water and the NELUP text, and recommended approval; and WHEREAS, the Planning Commission discussed this item at their October 7, 2020 meeting and recommended approval of the NELUP SWSA boundary adjustments and the proposed text; and WHEREAS, the Board of Supervisors discussed this item at their October 14, 2020 meeting and directed the Planning Commission to hold a public hearing for the NELUP SWSA boundary adjustments and the proposed text; and PDRes 447-20 258 WHEREAS, the Planning Commission held a public hearing for this item at their October 21, 2020 meeting and recommended approval of the NELUP SWSA boundary adjustments and the proposed text; and WHEREAS, the Frederick County Board of Supervisors held a public hearing for this item at their regular meeting on October 28, 2020; and WHEREAS, the Frederick County Board of Supervisors finds the approval of boundary adjustments to the Sewer and Water Service Area (SWSA) of the Northeast Land Use Plan (NELUP) of the 2035 Comprehensive Plan, to include the removal of approximately 681.97 acres from the SWSA and addition of approximately 1,017.4 acres to the SWSA, and the proposed text, to be in the best interest of the public health, safety, welfare and future of Frederick County, and in good planning practice; and NOW,THEREFORE,BE IT RESOLVED by the Frederick County Board of Supervisors, that the Sewer and Water Service Area(SWSA)boundary of the Northeast Land Use Plan (NELUP) of the 2035 Comprehensive Plan, be amended to remove approximately 681.97 acres from the SWSA and add approximately 1,017.4 acres to the SWSA, and adopt supporting text to the 2035 Comprehensive Plan, Appendix I—Area Plan, The Northeast Frederick Land Use Plan. Passed this 28th day of October 2020 by the following recorded vote: Charles S. DeHaven, Jr., Chairman Gene E. Fisher J. Douglas McCarthy Judith McCann-Slaughter Robert W. Wells Blaine P. Dunn Shawn L. Graber A COPY ATTEST Kris C. Tierney, Frederick County Administrator PDRes 447-20 259